Position Type:
Secretarial/Clerical/Secretary - 12-Months
Date Posted:
8/21/2023
Location:
LISA Academy Rogers-Bentonville
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.