Description
Position: Special Education Administrative Assistant
Department Campus: Special Education/District
Reports to: Assistant Director of Special Education and District Special Education Coordinator
Job Type: Full Time
Position Qualifications:
Equivalent to four years of high school resulting in diploma or GED, or equivalent combination of education and experience.
Job Goal: to provide clerical and fiscal administrative assistance to the Office of Special Education in the administration of federal and state programs. Responsible for all aspects of Eschool coding, Records/receiving and request, Medicaid, ARMAC, High Cost Occurrence and other medical reimbursements for the district.
Duties and Responsibilities:
Maintain an electronic file cabinet of archived records.
Send and receive records to school districts requesting records.
Record APSN information accurately within ESchool.
Work with School Psychologists to maintain referral calendars and track timelines in ESchool.
Maintain current licensure and certifications on all OT/PT and Speech therapists and make sure Medicaid gets updated information annually.
Apply for NPI and Medicaid numbers for those new therapists who come into the district.
Provides support for all therapists.
Run Medicaid eligibility on SPED students to determine who is Medicaid eligible.
Check related services on all Medicaid eligible students.
Obtain parental consent to access public insurance and TPL from each Medicaid eligible student who is receiving related services.
Request prescription/referral (DMS-640) form from primary care physicians on all Medicaid eligible students receiving related services.
Data entry of all parental consents and prescription/referral (DMS-640) forms into DSCtop.
Letters to guardian/parent for needed information for billing purposes such as PCP, TPL information.
Responsible for handling all quarterly audits from AFMC. Uploading all requested documentation within the 35 day timeline.
Responsible for writing a reconsideration of denial letters and attaching all supporting documentation and uploading to AFMC.
Quarterly Medicaid State Match-responsible for matching up the Medicaid Match report to all RA’s that come in to ensure accuracy. If errors are found contact MITS for corrections.
Continuous communication with all SPED Campus Coordinators and District SpEd Coordinator regarding needed information for Medicaid files in order to continue billing.
Receive and process all personal healthcare prior approvals/denials from AFMC. Maintain all personal healthcare files.
Maintain a personal healthcare spreadsheet to determine all payments have been received.
If a student has TPL, bill private insurance before accessing Medicaid.
Pull vision/hearing information to upload to DSCtop for billing purposes annually.
Process all recoupment of funds for AFMC if audits remain denied.
Annually signing up qualified LISA Academy staff to participate in the ARMAC program.
Ensure all qualified ARMAC participants are trained and take the post-test.
ARMAC participant information and quarterly salary/benefits are sent to MITS by deadline.
Ensure that all Random moments for ARMAC are answered within the 10 day period.
Add/remove participants to ARMAC participant roster as needed throughout the year and notify MITS of any changes to ARMAC participant roster such as inactive employees, cost data, emails, titles etc.
Data entry of all high cost occurrence information into the ADE website for high cost occurrence claiming.