NJ DDD Billing, Authorization & Administrative Coordinator

NJ DDD Billing, Authorization & Administrative Coordinator

Position Summary

Morning Star Supportive Services is seeking an experienced and detail-oriented NJ DDD Billing, Authorization & Administrative Coordinator. This individual will manage billing preparation, claim submission and follow-up, service authorization tracking, and pre-billing documentation reviews.

The ideal candidate must understand NJ Division of Developmental Disabilities services, service codes, units, authorizations, EVV requirements, timesheets, progress notes, and Medicaid claim procedures. This position will also provide limited administrative support to agency leadership.

Primary Responsibilities

Billing and Claims

• Prepare and submit accurate NJ DDD and Medicaid claims within required billing deadlines.
• Confirm that the correct service code, authorization number, service date, units, staff information, and location are used.
• Convert approved service hours into the correct billing units.
• Review claims before submission to prevent duplicate, excessive, unauthorized, or incorrect billing.
• Monitor submitted, paid, denied, rejected, and pending claims.
• Investigate denied or rejected claims and complete necessary corrections and resubmissions.
• Maintain a claim follow-up tracker showing the status of outstanding claims.
• Review remittance information and reconcile payments against submitted claims.
• Immediately report possible overbilling, underbilling, duplicate billing, or overpayments to management.
• Assist with refunds, voids, adjustments, and corrections after receiving management approval.
• Maintain a clear audit trail for all billing corrections.

Authorizations and Service Plans

• Review each participant’s ISP, service detail report, and current service authorization before billing.
• Maintain an authorization tracker containing approved services, codes, dates, weekly hours, units, and expiration dates.
• Notify management before an authorization expires or when available units are running low.
• Confirm that services were delivered within the approved authorization period.
• Ensure that hours from an expired or previous authorization are not billed under a new authorization.
• Identify discrepancies between approved services, scheduled services, completed services, and submitted billing.
• Communicate authorization concerns to the appropriate care manager, coordinator, or director.

Timesheet, EVV and Documentation Review

• Compare staff timesheets, EVV records, schedules, attendance records, and progress notes before billing.
• Verify that staff did not exceed authorized hours or work overlapping shifts.
• Confirm that documentation supports the service, duration, location, and date being billed.
• Check that progress notes are complete, accurate, individualized, and submitted on time.
• Return incomplete or inconsistent documentation for correction before billing.
• Maintain a list of missing timesheets, notes, signatures, EVV records, and other required documents.
• Follow up with staff and supervisors regarding missing or inaccurate records.
• Escalate repeated documentation or timekeeping problems to management.
• Coordinate with payroll staff to resolve differences between approved hours, worked hours, and billable hours.

Reporting and Compliance

• Prepare weekly billing reports for the Executive Director and Director of Operations.
• Report total claims submitted, paid, denied, corrected, and still outstanding.
• Prepare weekly authorization and documentation discrepancy reports.
• Maintain organized records that are ready for DDD, Medicaid, fiscal, and internal audits.
• Follow HIPAA, confidentiality, Medicaid, DDD, EVV, and agency requirements.
• Assist management with billing-related audit requests and corrective-action documentation.
• Protect participant, employee, financial, and agency information.

Administrative Support

• Organize billing, authorization, and participant documentation.
• Respond to billing-related emails and telephone calls.
• Schedule follow-up meetings and maintain billing deadlines.
• Prepare spreadsheets, summaries, and status reports for management.
• Assist with filing, record organization, data entry, and other assigned office responsibilities.
• Attend billing, operations, and compliance meetings as required.

Required Qualifications

• At least two years of billing or claims experience; NJ DDD or Medicaid billing experience is strongly preferred.
• Working knowledge of NJ DDD service codes, authorizations, units, service dates, and claim requirements.
• Experience reviewing timesheets, EVV records, progress notes, and service documentation.
• Strong Microsoft Excel or Google Sheets skills.
• Excellent attention to detail and ability to identify inconsistencies.
• Strong written and verbal communication skills.
• Ability to protect confidential and HIPAA-covered information.
• Ability to work independently, meet deadlines, and maintain accurate records.

Preferred Qualifications

• Previous experience working for an NJ DDD provider agency.
• Experience resolving Medicaid claim denials and payment discrepancies.
• Familiarity with DDD service plans, authorization reports, EVV systems, and electronic documentation platforms.
• Medical billing or coding training is helpful but is not a substitute for NJ DDD billing experience.

Performance Expectations

The employee will be evaluated based on:

• Accuracy and timeliness of claims.
• Reduction in denied and rejected claims.
• Identification of billing and authorization discrepancies before submission.
• Timely follow-up on unpaid claims.
• Accuracy of authorization and billing trackers.
• Completion of weekly management reports.
• Maintenance of complete and audit-ready billing records.

Reporting Structure

This position reports to the Executive Director or Director of Operations. All refunds, voids, rate changes, major billing corrections, and unusual claim adjustments must receive management approval.

Pay: $22.00 - $25.00 per hour

Expected hours: 20.0 per week

Benefits:

• 401(k)

Work Location: In person