Client Intake Coordinator

1 week ago

Milwaukee, Wisconsin, United States Wellpoint Care Network Full time
Job Overview

At Wellpoint Care Network, we are dedicated to promoting equity, learning, healing, and wellness by strengthening the connections that empower children and families to flourish.

Every individual deserves the chance to achieve their utmost potential. It is inherent in human nature and a fundamental promise of our society that everyone should be afforded a fair opportunity to excel. However, many individuals in our community grapple with unresolved childhood and generational trauma.

This is where our mission comes into play. We envision a world where children and families can navigate a clearer path toward their fullest potential. For nearly 175 years, Wellpoint Care Network has been a leader in family restoration.

Position Purpose:

We are seeking a Client Intake Coordinator – Billing who will oversee the client registration and intake process. This includes gathering and inputting demographic data, dispatching requests for client information and consents via EHR and/or Adobe Pro DC, and confirming insurance eligibility, benefits, and network status for clients in an outpatient clinic environment. Additionally, this role entails submitting prior authorizations and addressing any eligibility or billing concerns for current clients.

Qualifications:

  • Bachelor's degree in healthcare, business, or a related field is required.
  • Master's degree in healthcare, business, or a related field is preferred.
  • A minimum of 3 years of experience with electronic health record (EHR) systems and data entry is essential.
  • At least 3 years of experience in a medical/mental health office, with a solid understanding of Medicaid, Medicare, and Commercial health plans, is required. Candidates must be able to communicate effectively with clients regarding insurance eligibility, benefits, and network status.
  • Familiarity with the International Classification of Diseases (ICD-9-CM, ICD-10-CM) and current Procedural Terminology (CPT-4) coding is necessary.
  • Exceptional customer service skills and a commitment to client satisfaction.
  • Strong verbal and written communication skills, including proficiency in business writing.
  • Ability to manage and complete projects efficiently.
  • Excellent problem-solving and decision-making abilities.
  • Adherence to confidentiality and compliance with all HIPAA regulations.
  • Proficiency in creating, converting, and organizing files, including fillable forms and templates.
  • Capability to operate various office equipment, including phones, computers, fax machines, and scanners.
  • Dependability, honesty, and the ability to meet deadlines; self-motivated and capable of working independently.
  • A valid driver's license and reliable transportation are required.
  • Demonstrated cultural humility and the ability to communicate respectfully with individuals from diverse backgrounds.
  • Proficient in Microsoft Office Suite, including Excel, Outlook, and Teams.
  • Completion of a physical exam, drug screening, motor vehicle report, and background checks is required.

Key Responsibilities:

Intake and Insurance Management

  • Track, maintain, and confirm referrals while securing necessary information for acceptance.
  • Schedule appointments for new clients and arrange transportation as needed.
  • Perform registration duties, including obtaining, entering, and updating demographic information, and verifying insurance eligibility and benefits.
  • Ensure accurate client data entry and upload necessary insurance and referral documents into electronic health records.
  • Monitor Medication Management intakes, insurance coverage, and appointments.
  • Conduct client risk assessments and crisis triage for new referrals, providing immediate support resources and connecting with the clinical team as needed.
  • Manage client information tracking using Excel, maintaining and modifying data as required.

Billing and Payment Processing

  • Utilize payer eligibility websites to verify client insurance coverage and update EHR accordingly.
  • Communicate with clients to gather additional insurance information and collaborate with departments to resolve billing issues.
  • Update insurance and financial responsibility data as changes occur.
  • Apply knowledge of CPT and ICD-10 codes in accounts receivable processing.
  • Investigate and resolve billing task issues within the EHR.
  • Educate clients on referral and authorization requirements, payer coverage, and clinic financial options.
  • Maintain knowledge of Medicare, Medicaid, and third-party payer requirements.

Prior Authorization Management

  • Stay informed about prior authorization requirements and submission processes.
  • Create and submit prior authorizations for various services as dictated by insurance types.
  • Maintain a database for prior authorizations and follow up regularly.
  • Notify therapists of due dates and serve as a resource for timely completion.
  • Assist with processing records requests as needed.

Agency Engagement

  • All employees will be evaluated on their commitment to the Agency's core values, including Diversity, Equity, and Inclusion.
  • Participate in meetings, events, and learning opportunities as required.
  • Other duties as assigned, including coverage for other department members.

Position Details:

  • Full-time position.
  • Quantitative skills required.
  • Hybrid on-site/remote work options available.
  • Flexible work schedule, including evenings and weekends.
  • Moderate noise exposure.
  • Ability to manage multiple tasks simultaneously.
  • Understanding of cultural differences and adapting services accordingly.
  • Eligibility for Public Service Loan Forgiveness (PSLF).
  • Professionalism in all aspects of practice, adhering to agency policies and standards.
  • Collaborate effectively with team members and ensure coverage during absences.
  • Keep supervisors informed of relevant situations and suggestions for improvement.

Organizational Commitment:

At Wellpoint Care Network, we recognize the impact of trauma, poverty, systemic racism, and social injustices on individuals' lives. Our clients face significant challenges, including education and health disparities, unemployment, and housing instability. We strive to reconnect individuals with resources and support systems that have been lost.

We believe in a better way forward, grounded in our 170 years of service to our community.

Wellpoint Care Network offers a comprehensive range of services, including:

  • Child Welfare and Foster Care
  • Support for youth transitioning out of care
  • Care Coordination and Wraparound services
  • Mental health therapy and support services
  • Professional education and clinical consultation

We are committed to fostering a diverse and inclusive environment, ensuring that all individuals we serve and employ are valued and respected.

We encourage interested candidates to apply online. Wellpoint Care Network is an Equal Opportunity Employer.

To safeguard the health of our employees and clients, Wellpoint mandates COVID vaccination for all employees, with provisions for qualified exemptions.

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