Administrative Coordinator

1 week ago

Norfolk, Virginia, United States Child & Family Services of Eastern Virginia Inc Full time
Job Overview

Position Summary:

The Administrative Coordinator / Billing Associate is tasked with managing the operational responsibilities of the office. This role is crucial in ensuring that clients experience a seamless check-in process. The Billing Associate is accountable 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. It is essential for the Administrative Coordinator/Billing Associate to adhere 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.

Work Environment & Employee Focus:

  • Maintains a tidy and welcoming appearance.
  • Exhibits strong organizational and communication skills, capable of interacting with diverse individuals.
  • Demonstrates understanding, courtesy, and professionalism in interactions with clients, visitors, staff, and clinical personnel.
  • Upholds a professional image in the reception area and other office environments.

Front Office Responsibilities:

  • Welcome clients and visitors warmly and professionally.
  • Oversee general administrative functions within the office.
  • Facilitate client check-ins and notify staff of arrivals.
  • Manage incoming mail, faxes, and messages, ensuring timely distribution to relevant personnel.
  • Stamp and log daily incoming mail and acknowledge all agency deliveries.
  • Screen incoming calls, schedule appointments, and assist with reminder calls for upcoming appointments.
  • Collect client copayments and inquire about any outstanding balances, discussing payment options as necessary.
  • Prepare intake documentation for new clients.
  • Provide training for new clinical staff and interns on front office protocols.
  • Conduct monthly insurance verifications for recurring clients.
  • Offer administrative support to other locations as required.
  • Serve as the primary backup for evening administrative duties, including recording attendance, processing payments, and reminding clients of appointments.

Billing Responsibilities:

  • Manage electronic and paper billing processes for client charges in accordance with agency policies and regulatory standards.
  • Input client charges into the billing system and apply payments accurately.
  • 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 compliance 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 representatives.
  • Resolve client billing issues efficiently.
  • Prepare, review, and dispatch client statements.
  • Assess clients' financial situations and establish payment plans as needed.
  • Monitor and report on overdue accounts.
  • Engage in collection efforts, including contacting clients and correcting claims as necessary.
  • Follow up on insurance denials, resubmitting claims and appealing when appropriate.
  • Participate in training sessions and attend regular staff meetings.
  • Assist the Revenue Cycle Management team in developing forms and processes to enhance internal controls.
  • Maintain confidentiality and adhere to all relevant guidelines and regulations.
  • Perform additional duties as assigned.

Qualifications:

  • Associate's degree with a minimum of 2 years of relevant experience, or equivalent experience totaling 5 years.
  • Familiarity with medical billing and collection practices.
  • Proficient in computer applications (Word, Excel, Outlook) and general office procedures.
  • Ability to operate standard office equipment and software.
  • Capable of understanding and following both oral and written instructions.
  • Skilled in building and maintaining effective relationships with clients, staff, and the public.
  • Detail-oriented with strong organizational skills.
  • Exemplary customer service abilities.
  • Strong verbal and written communication skills.

  • Administrative Coordinator

    1 week ago

    Norfolk, Virginia, United States SAIC Full time

    SAIC is seeking an experienced Administrative Specialist to join their team. If you are passionate about administrative record management, this may be the perfect opportunity for you.Manage administrative record processes for USFF and PACFLT, ensuring compliance with established guidelines and regulations.Provide consolidated administrative record management...

  • Administrative Coordinator

    1 week ago

    Norfolk, Virginia, United States SAIC Full time

    SAIC is seeking an experienced Administrative Specialist to join their team. If you are passionate about administrative record management, this may be the perfect opportunity for you.Manage administrative record processes for USFF and PACFLT, ensuring compliance with established guidelines and regulations.Provide consolidated administrative record management...

  • Administrative Security Coordinator

    6 days ago

    Norfolk, Virginia, United States gTANGIBLE Full time

    Job SummarygTANGIBLE Corporation is seeking a highly skilled Security Assistant to provide administrative security support to the Joint Staff Security Office (JSSO). The successful candidate will be responsible for managing personnel clearances, in/out processing of personnel, SCI Facility (SCIF) management and accreditation, collateral space management and...

  • Forensic Administrative Coordinator III

    2 weeks ago

    Norfolk, Virginia, United States Virginia Department of Human Resource Management Full time

    Forensic Administrative Coordinator III - Eastern Laboratory Job Type: Wage (Hourly) Location: Norfolk, Virginia Categories: Applied Sciences and Natural Resources Position Overview: The Eastern Laboratory's Administrative Section within the Department of Forensic Science is seeking a dedicated individual to deliver routine to moderately complex clerical and...

  • Administrative Coordinator/Billing Specialist

    4 days ago

    Norfolk, Virginia, United States The Up Center Full time

    About The Up CenterThe Up Center is a dynamic organization dedicated to providing exceptional services to our clients. We are seeking a highly skilled and detail-oriented Administrative Coordinator/Billing Specialist to join our team.Job SummaryThe Administrative Coordinator/Billing Specialist plays a vital role in ensuring the smooth operation of our front...

  • Flexible Administrative Coordinator

    1 week ago

    Norfolk, Virginia, United States PeopleShare Full time

    Join Our Team at PeopleSharePeopleShare is excited to announce an opening for a Part-Time Office Support Specialist position. This role is perfect for individuals looking to contribute to a dynamic city office environment known for its collaborative culture and excellent benefits.Position Overview:Schedule: Part-Time, Tuesday to Thursday, 9:30 AM - 4:30...

  • Administrative Coordinator

    2 weeks ago

    Norfolk, Virginia, United States Sentara Full time

    Location Norfolk, VA Position OverviewWork Schedule First Shift (Days) Sentara Health is seeking a dedicated Administrative Coordinator for the PACE program in Norfolk, VA.Schedule: Monday to Friday (8am - 5pm)The Administrative Coordinator:Performs clerical and administrative tasks, including drafting communications and managing appointment...

  • Administrative Coordinator

    1 day ago

    Norfolk, Virginia, United States Talantage, LLC Full time

    Job SummaryWe are seeking a highly skilled and organized Administrative Assistant to join our team at Talantage, LLC. The successful candidate will provide exceptional administrative support to our staff, ensuring the smooth operation of our office.Key ResponsibilitiesAdministrative SupportProvide general administrative support to our staff, including...

  • Administrative Coordinator

    3 days ago

    Norfolk, Virginia, United States Abacus Full time

    Job Summary:We are seeking a highly organized and detail-oriented Administrative Technician to join our team at Abacus Staffing. As an Administrative Technician, you will be responsible for providing administrative support to our clients, including answering multi-line telephone systems, distributing incoming mail, and processing outgoing mail.Key...

  • Administrative Coordinator for Cost Management

    2 weeks ago

    Norfolk, Virginia, United States Lyon Shipyard Inc Full time

    Job OverviewPosition: Cost Accounting AdministratorStatus: ExemptCompensation Schedule: Bi-weeklySummary: Lyon Shipyard Inc is on the lookout for a detail-oriented Cost Accounting Administrator to enhance our administrative team. The successful candidate will demonstrate exceptional proficiency in the MS Office Suite, particularly Excel, and will have a...

  • Administrative Coordinator

    3 days ago

    Norfolk, Virginia, United States Compunnel Inc. Full time

    **Job Summary:**Compunnel Inc. is seeking an experienced Administrative Assistant II to join our team in a Supply Chain role. The ideal candidate will possess a strong administrative background, excellent communication skills, and the ability to multitask effectively.**Key Responsibilities:**Learn and understand insurance processes and procedures.Manage...

  • Client Services Coordinator

    1 week ago

    Norfolk, Virginia, United States The Up Center Full time

    Job TypeFull-timePosition OverviewThe 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...

  • Administrative Coordinator

    2 weeks ago

    Norfolk, Virginia, United States The Up Center Full time

    Job Type: Full-time Position Overview:The Administrative Coordinator / Billing Associate is responsible for managing the front office operations and ensuring a seamless experience for clients during the check-in process. This role encompasses billing responsibilities, including the collection, posting, and management of account payments, as well as the...

  • Administrative Specialist

    2 days ago

    Norfolk, Virginia, United States SAIC Full time

    Job SummaryWe are seeking an experienced Administrative Specialist to join our team at SAIC. The successful candidate will be responsible for providing administrative record management support to our clients.Key ResponsibilitiesProvide administrative record management support to clients, including training, tracking, organizing, and storing relevant...

  • Administrative Coordinator and Financial Specialist

    1 week ago

    Norfolk, Virginia, United States Oak View Group Full time

    Oak View Group Oak View Group stands as the premier authority in venue development, management, and exceptional hospitality services tailored for the live event sector. We provide a comprehensive suite of solutions for a diverse array of world-class venues and a client portfolio that features some of the most prominent and well-attended arenas,...

  • Administrative Coordinator and Financial Specialist

    1 week ago

    Norfolk, Virginia, United States Oak View Group Full time

    Oak View Group Oak View Group stands as the premier authority in venue development, management, and exceptional hospitality services within the live event sector. We provide a comprehensive suite of solutions for a diverse range of world-class venues and serve a clientele that includes some of the most renowned arenas, convention centers, music...

  • Administrative Specialist

    3 days ago

    Norfolk, Virginia, United States SAIC Full time

    Job SummaryWe are seeking an experienced Administrative Specialist to join our team at SAIC. The successful candidate will be responsible for providing administrative record management support to our clients in the USFF and PACFLT areas of responsibility.Key ResponsibilitiesProvide administrative record management support for all actions occurring in the...

  • Administrative Coordinator and Financial Specialist

    1 week ago

    Norfolk, Virginia, United States Oak View Group Full time

    Oak View Group Oak View Group stands as the premier authority in venue development, management, and high-end hospitality services tailored for the live event sector. We deliver an unparalleled, comprehensive suite of solutions for a selection of world-class venues and a clientele that features the most prominent and well-attended arenas, convention...

  • Administrative Operations Specialist

    2 weeks ago

    Norfolk, Virginia, United States Ironclad Defense Works Full time

    Administrative Support Services Specialist Overview:Location: Allied Command Transformation (ACT), Norfolk, VADepartment: Administrative ServicesRole Summary:The Administrative Support Services Specialist plays a pivotal role in delivering vital administrative and operational assistance across various divisions within NATO's Allied Command Transformation...

  • Administrative Secretary

    1 month ago

    Norfolk, Virginia, United States Macon & Joan Brock Virginia Health Sciences at Old Dominion University Full time

    Administrative SecretaryPosition Number7069801DepartmentOtolaryngologyCompensation MinUSD $37,433.00/Yr.Compensation MaxUSD $48,663.00/Yr.CategoryAdministrative/ClericalLocation : LocationUS-VA-NorfolkTypeRegular Full-TimeOverviewUnder minimum supervision, performs work related to the administrative and academic activities of the...