Administrative Specialist (Senior Billing Focus)

Cobble Hill is currently hiring an Administrative Specialist (Senior Billing Focus) to join our team!

Your Choice At Home is an affiliate of Cobble Hill Life Center and a Certified Home Health Agency (CHHA). We are culturally sensitive, and many of our staff come from within the communities we serve. Operating 24 hours a day, 7 days a week, we provide reliable, dignified in-home care and specialize in health services, personal care, and champion services.

Position Summary

The Administrative Specialist provides comprehensive administrative, operational, and advanced billing support to Nursing Leadership to ensure regulatory compliance, organizational efficiency, and accurate financial and clinical reporting in a long-term care setting. This role requires a higher-level billing professional with experience reviewing invoices, supporting reimbursement processes, and ensuring alignment between clinical documentation and billing requirements. The position is essential to maintaining survey readiness, accurate reporting, billing integrity, and smooth daily operations within Nursing Administration.

Key ResponsibilitiesAdministrative, Billing & Leadership Support

• Coordinate and schedule interviews for designated managers.
• Prepare documents and materials for Medical Board meetings.
• Create PowerPoint presentations for meetings and staff in-services.
• Distribute disciplinary notices to nurse managers and nursing supervisors.
• Maintain organized systems to track audits, compliance documentation, and billing-related records.
• Assist Nursing Leadership with report preparation, deadline tracking, and billing reconciliation support.
• Identify opportunities for process improvement across administrative and billing workflows.
• Prepare all new hire orientation packets.
• Perform weekly respiratory equipment audits.
• Track bariatric residents, feeders, and residents identified as high risk for falls.
• Run and distribute EMR reports related to undocumented nursing tasks that may impact billing or reimbursement.
• Review invoices for accuracy, completeness, and compliance prior to submission to the Director of Nursing for approval.
• Collaborate with billing and finance teams to resolve discrepancies between clinical documentation and billing records.
• Manage office supply ordering and inventory.
• Organize and maintain the nursing office and nursing office supply room.
• Create, post, and remove flyers for facility events.
• Maintain professional communication with Nursing Leadership.
• Maintain confidential records in full compliance with HIPAA.
• Create tables, graphs, summaries, and supporting documentation for administrative, compliance, and billing reviews.
• Prepare and submit corporate compliance reports.
• Prepare resident lists for bi-weekly NYU calls.
• Update the IPRO Falls Report.
• Maintain in-service documentation and logs.

Regulatory, Compliance & Survey Readiness

• Maintain the Department of Health (DOH) binder and required documentation.
• Copy, organize, and prepare documentation during DOH surveys.
• Prepare and submit the monthly Corporate Compliance Report.
• Conduct surveillance activities for internal investigations as assigned.
• Review nursing progress notes for errors, omissions, or compliance concerns that could impact billing or reimbursement accuracy.

Requirements & Qualifications

• High school diploma required; higher education strongly preferred.
• Prior healthcare administrative experience with billing responsibilities required.
• Advanced healthcare billing experience strongly preferred.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Sigma EMR experience preferred.
• Strong organizational, communication, and time-management skills.
• Ability to manage multiple priorities in a fast-paced healthcare environment.
• Demonstrated professionalism, discretion, and strict adherence to confidentiality standards.
• Ability to work independently and follow leadership direction accurately.

Professional Expectations

• Adherence to a professional office dress code.
• Willingness to learn and accept feedback.
• Demonstrates initiative, accountability, and strong attention to detail.
• Maintains professionalism and confidentiality at all times.