Client Services Coordinator

1 week ago

Norfolk, Virginia, United States The Up Center Full time

Job Type

Full-time

Position Overview

The Administrative Coordinator / Billing Associate is tasked with managing the front office operations of the organization. This role is essential in ensuring a seamless check-in experience for clients. The Billing Associate is responsible for the collection, posting, and oversight of account payments, as well as the submission of claims and follow-up with insurance providers and other third-party payers. This position is critical in adhering to established procedures, allowing clinicians to focus on client care while ensuring accurate initial claims submissions. Effective communication and collaboration with all organizational personnel are vital for success in this role.

Work Environment & Employee Focus

  • Maintains a neat and approachable appearance.
  • Exhibits strong organizational and communication skills, capable of interacting with diverse individuals.
  • Demonstrates professionalism, courtesy, and understanding in all interactions with clients, visitors, staff, and clinical personnel.
  • Upholds a professional image of the front lobby and other office areas.
Front Office Responsibilities
  • Welcome clients and visitors warmly and professionally.
  • Coordinate overall administrative functions for the office.
  • Facilitate client check-ins and notify staff of arrivals.
  • Manage daily incoming correspondence, including mail and faxes, ensuring timely distribution to relevant staff.
  • Receive and date-stamp incoming mail and sign for deliveries.
  • Screen phone calls, schedule appointments, and assist with reminder calls for upcoming appointments.
  • Collect client copays and discuss payment options for any outstanding balances.
  • Prepare intake packets for new clients.
  • Train new clinical staff and interns on front office protocols.
  • Conduct monthly insurance verifications for recurring clients.
  • Provide administrative support to other locations as needed.
  • Serve as the primary backup for evening administrative duties, including recording attendance and processing payments.
Billing Responsibilities
  • Oversee electronic and paper billing of client charges in compliance with agency policies and accounting standards.
  • Input client charges into the billing system and manage payment applications.
  • Ensure timely billing to clients and third parties using the appropriate formats.
  • Coordinate the month-end closeout process for the billing system.
  • Maintain client financial records in accordance with retention policies.
  • Keep the Revenue Cycle Management team informed of any write-offs or adjustments due to delays in obtaining necessary authorizations.
  • Address inquiries from clients and insurance companies regarding billing.
  • Identify and resolve client billing issues effectively.
  • Prepare and send client statements regularly.
  • Assess clients' financial situations and establish budget payment plans.
  • Monitor and report on delinquent accounts.
  • Engage in collection activities, including contacting clients and resubmitting claims.
  • Follow up on insurance denials and appeal as necessary.
  • Participate in training sessions and attend staff meetings.
  • Assist the Revenue Cycle Management team in developing effective billing processes.
  • Adhere to confidentiality standards and comply with all relevant regulations.
  • Perform additional duties as assigned.
Qualifications

• Associate's degree with a minimum of 2 years of relevant experience, or equivalent experience of 5 years.

• Familiarity with medical billing and collection practices.

• Proficient in computer applications (Word, Excel, Outlook) and office procedures.

• Ability to operate standard office equipment and manage basic administrative tasks.

• Capable of following oral and written instructions accurately.

• Strong interpersonal skills to build effective relationships with clients and colleagues.

• Highly organized and detail-oriented.

• Excellent customer service and communication skills.

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