Job Description

ON-SITE POSITION.

CANDIDATES MUST HAVE MEDICAID BILLING AND ACCOUNTING EXPERIENCE.

Join a group of passionate advocates on our mission to improve the lives of youth! Rite of Passage Team is hiring for an Administrative Assistant/Medicaid Biller at Meadowlark Academy in Cheyenne, Wyoming experienced in the behavioral healthcare industry, proficient in healthcare finance and Medicaid billing.

Cheyenne is the capital city of Wyoming, located in the southeastern part of the state. Cheyenne was founded in 1867, the population is around 65,000 to 70,000 people, making it the largest city in Wyoming, though it's still relatively small compared to major cities in other states. Meadowlark Academy is a IV-E Eligible Residential Treatment Center that provides male youth ages 12-18 with opportunities for positive growth through evidence-based interventions and innovative programming.

At Meadowlark Academy in Cheyenne, WY, we have just earned licensure to exclusively deliver Living in Balance—an evidence-based alcohol and substance-abuse recovery curriculum for adjudicated adolescent males (ages 13–17).

Meadowlark is being transformed into a flagship recovery and vocational readiness program. Every role is vocational in purpose: our staff do not simply run a program—they change futures by helping young men achieve sobriety, accountability, education, and employability. The Administrative Assistant / Medicaid Biller position ensures full administrative support for all specialized staff and ensures that Meadowlark Academy safeguards its revenue, maintains regulatory readiness, and keeps residents’ treatment and vocational journeys fully documented.

Pay: $21.00 to $23.00/hour

Perks & Benefits: Medical, Dental, Vision and company paid Life Insurance within 90 days, and 401k match of up to 6% after 1 year of employment, Paid Time Off that can be used as soon as it accrues and more! ROP-benefits-and-perks

What you will do: The Administrative Assistant/Medicaid Biller is a multi-function administrative position that integrates two core areas:

Administrative Support (50%)

This administrative function provides a point of contact for all visitors while also delivering essential administrative support to the facility,

Responsibilities:

Office Support (50%)

Administrative Support

• Greeting and screening all visitors
• Handling incoming phone calls, route inquiries, and manage communications
• Manage calendars, Schedule appointments (court appearances, medical visits, vocational training sessions, and other resident-related services)
• Provide administrative support to process accounts payable and reconcile expense reports.
• Assist with purchasing of supplies. Ensure office supplies and equipment are always available.

Case-Management Support

• Provide administrative support to case management and clinical team with compilation and editing, to facilitate complete, accurate and confidential resident records for courts, providers, and vocational/educational alignment

Medicaid Billing (50%)

The billing function ensures that Meadowlark Academy is reimbursed for all services provided while maintaining compliance with state and federal regulations.

Responsibilities:

Claims:

• Prepare, submit, track, and reconcile Medicaid claims for services delivered by the facility.
• Review clinical and administrative documentation to confirm billable services.
• Assign and verify correct billing codes (ICD, CPT/HCPCS) consistent with Medicaid systems.
• Ensure timely submission to meet deadlines

Payment Tracking & Reconciliation:

• Monitor claim status through payer portals
• Track payments, denials, and pending claims; reconcile payments against accounts.
• Generate reports on billing activity, outstanding balances, and reimbursement trends.

Denials and Appeals Management:

• Analyze denied claims (coding, eligibility, gaps)
• Correct and resubmit claims or prepare appeal packets
• Communicate with Medicaid Reps to resolve disputes.

Compliance and Documentation

• Maintain compliance with federal and state Medicaid regulations, HIPAA standards, and organizational policies.
• Audit resident files to ensure services billed are accurately documented
• Stay current on Medicaid policies, rules, and fee schedules
• Assist in preparing external Medicaid audits.

Qualifications:

• Associate's degree (or higher) in business administration, healthcare administration, and accounting, or related field.
• Proven experience with Medicaid billing (min. 3 years), preferably in behavioral health, alcohol and drug abuse treatment facilities, and residential settings.
• Strong administrative background with demonstrated skill in record-keeping, scheduling, and compliance.
• Proficiency in billing software, Electronic Medical Records (EMR), and Microsoft Office Suite.
• Knowledge of medical coding ICD, CPT/HCPCS
• Excellent organizational skills with a high level of accuracy and attention to detail.
• Ability to communicate professionally with internal staff, residents, families, courts, and external agencies.
• Commitment to on-site work in a residential treatment environment; remote work is not permitted.

Schedule:

Hours vary

5 days on 2 days off

*Schedule subject to change based on the need of the program*

After 40 years of improving the lives of youth, we are looking for passionate advocates to continue the legacy of helping young people become successful adults. As an Administrative Assistant/Medicaid Biller , you will have the unique opportunity to create a positive, safe and supportive environment for the youth we serve while building a career rich in growth opportunities and self-fulfillment.

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