15th Night Billable Services Assistant

We are seeking a highly organized, detail-oriented, and motivated Part-Time Administrative Assistant to support the 15th Night’s Billable Services Program. In this role, you will work as part of a team to ensure the smooth operation of the program, providing invoice, reimbursement, and credentialing support. The ideal candidate will be meticulous, proficient in tracking and reporting, and possess strong communication skills, with a focus on accuracy and efficiency.

The 15th Night Billable Services Program encompasses two key projects. The first focuses on third-party Medicaid reimbursement for Traditional Health Worker services provided by partner organizations. The second supports youth in accessing the Oregon Health Plan’s Health-Related Social Needs (HRSN) Housing and Nutrition Benefit. These programs serve youth across Lane County, while also alleviating administrative burdens for 15th Night’s community partners. Please note that the Billable Services Program does not bill for clinical services and so does not require medical billing and coding experience. 

Essential Duties and Responsibilities 
Provide administrative support to the Billing Hub, including:
•    Receive partner service tracking sheets, process, and submit to Coordinated Care Organizations (CCOs). 
•    Interpret CCO remittances and determine the payment amounts for partners.
•    Collaborate with fiscal staff to facilitate partner payments.
•    Prepare monthly, quarterly, and annual reports as required by contracts and grants. Track contract deliverables, including partner and internal data collection. Work with Administrative staff to monitor timelines and ensure the timely delivery of necessary documents to CCOs.
•    Assist the Billable Services Director in communicating regularly with partner organizations, schools, and community stakeholders, offering technical assistance on billing requirements and addressing any issues.
•    Ensure compliance with relevant regulations and contract requirements.
•    Maintain accurate and up-to-date records, ensuring all invoicing and contract-related documentation is complete and organized.
•    Collect and collate partner billing data utilizing REDCap survey software, with support of data staff.  
•    With assistance from the Billable Services Director, provide credentialing support for Traditional Health Workers.

Other Duties and Responsibilities 
•    Assist in the development and implementation of systems to improve data management, tracking, and reporting.
•    Assist in refinement of tracking system for payments and reimbursements.
•    Support the HRSN team to ensure the timely processing of HRSN housing support payments, utilizing the finance ticketing system and email communication to provide accurate details. 
•    Perform other administrative duties as assigned. 

Behavioral Competencies 
•    Excellent organizational skills, managing multiple tasks and meeting deadlines effectively.
•    Strong written and verbal communication skills, interacting professionally and clearly with staff and partner organizations.
•    Must perform work with general direction on routine work and detailed instruction on new assignments.
•    Must make independent decisions or choose between existing methods and procedures.  
•    Must maintain confidentiality of personal health information (PHI). 
•    Must maintain a professional, calm, and positive demeanor in a fast-paced and dynamic work environment.
•    High attention to detail and strong follow-through to ensure accuracy and timely completion of tasks.
•    Must work independently
•    Must prioritize responsibilities
•    Must collaborate effectively with a team.