Administrative Billing Assistant

Are you looking for a great opportunity to be part of a great team and great culture doing meaningful work? We have a wonderful role for an Administrative Billing Assistant (ABA), which is pivotal in ensuring the smooth operation and financial integrity of the retirement and care center community. This role oversees resident billing and ensures efficient financial processes for two CCRC communities, The Meadows of Napa Valley and Saratoga Retirement Community. We have great benefits and perks, so read on to learn more, and apply as this could be your dream job!Essential to the success of this role will be working on-site, splitting time at these beautiful campuses, approximately 3 days per week at the community in Saratoga, CA and 2 days per week at the community in Napa, CA which may vary based on business need. Here's the meaningful work and how you'll contribute to our mission:Customer Service Excellence: Ensures all interactions with residents, their families, vendors, and team members are conducted with high professionalism, promoting positive experiences.Record Keeping and Compliance: Supports the maintenance of accounting records and ledgers, ensuring monthly reconciliations and transactions comply with organizational standards and confidentiality requirements.Responsible for completing work in a timely manner.Mission, Vision, and Values Advocacy: Upholds and promotes the organization's mission, vision, and values, integrating them into all aspects of job responsibilities.Versatile Support: Adapts to various duties as required, providing support in areas with intersecting roles and responsibilities within the organization.Maintains familiarity with current guidelines for Medicare, Medi-Cal, HMO plans and long term care insurance.Assists and operates as back-up for Admissions on Pre Authorizations and Verifications of benefits for all insurances/payers. Second check of common working file/ Medi-Cal upon admission.Completes benefit verifications and authorizations for part B/managed B/outpatient therapies.Runs monthly Medi-Cal eligibility verification.Works with residents/families on Medi-Cal redeterminations.Completes necessary Medi-Cal TARs and bed-hold authorizations.Verifies and updates demographics and census/rates in PCC for new move-ins.Updates and Maintains census changes for AL, MC and SNF in PCC.Complete monthly long-term care insurance filings for residents that are paying for that service.Payment Processing: Manages accounts and incoming payments in accordance with financial policies, ensuring accurate and timely processing.Maintains the credibility and reputation of organization by complying with regulatory standards and legal requirements; and by keeping information confidential.Retains historical reference for billing and accounting by maintaining computer databases and paper filing and retrieval systemsSorts and distributes incoming mail accordingly.Billing: Distributes and manages bills, ensuring efficient banking and deposit procedures. Enters ancillary charges.Resident Billing Support: Offers assistance to residents with billing inquiries, aiding in the resolution of billing concerns.Attends daily stand-up for SNF, weekly PDPM meetings and Monthly triple check.Communicates closely with Transforming Age AR Team to ensure accuracy in PCC and billing and provide necessary information for month end close, monthly billing and payments, and claim follow up and support.PDPM: Verifies resident available days/ verify continued authorizations.Team Support: Provides support and assistance to NHA and ED as requested.Completes and assists with inputting daily payroll time correction sheets. Process Payroll bi-weekly for skilled. Assemble daily skilled payroll report packets and upload them to shared drive.Inputs contract hours (Agency/Registry for LNs/CNAs) into On Shift.Runs skilled daily payroll reports including but not limited to meal penalties, missed punches and overtime.Requires working on-site: 3 days/week at Saratoga Retirement Community, in Saratoga, CA and 2 days/week at The Meadows of Napa Valley in Napa, CAPromote our Mission, Vision and Values in all areas of responsibility, and demonstrate commitment to Culture of Excellence and strategic goals.Other duties as assigned.Required Knowledge, Skills & AbilitiesMust have a professional attitude and presence, and demonstrate grace and persistence in delicate financial matters.Must have the ability to analyze and balance when to problem solve independently, and when to escalate and reach out for help.Exhibit reliability and extreme trustworthiness in handling sensitive information and transactions.Demonstrate excellent interpersonal and communication skills, collaborating effectively with staff and external stakeholders.Ability to maintain confidential and meticulous records, ensuring accuracy and integrity.Ability to operate as a self-starter, and work independently with little direction.Ability to troubleshoot and critically think through processes and issues.Display exceptional organizational skills and meticulous attention to detail.Proficient in Microsoft Office Suite or related programs, including strong proficiency in Word, Excel, and Outlook is required; proficiency in SharePoint and Teams is preferred.Quickly learn and adapt to other accounting software systems as required.Ability to multitask effectively, managing multiple responsibilities and prioritizing tasks.Required Education, License & ExperienceHigh school diploma or equivalent.1 year of billing experience required; experience in SNF billing and accounts receivable a plus.Knowledge of payroll processes and DHPPD.Knowledge of or ability to quickly learn about Medicare, Medi-Cal, HMO plans and LTC.Excellent interpersonal and communication skills, ability to work well with staff and external constituents.Strong organizational skills to capture and share accurate information in a fast-paced environment.

Created: 2026-05-17