Part-Time Billing Operations Coordinator

4 days ago

Park City, Utah, United States Christian Center of Park City Full time

Job Title: Billing Coordinator

Department: Counseling and Wellness Center

Reports to: Counseling Programs Assistant-Director

Job Summary:

The Billing Coordinator is responsible for overseeing all billing operations for the Counseling and Wellness Center, ensuring accurate and efficient payments from scholarships, insurance, and self-pay clients. This role manages relationships with billing service providers, coordinates claims and reimbursements, and ensures compliance with billing standards.

Key Responsibilities:

  • Billing Operations: Serve as the primary liaison with billing service providers and software to manage the preparation, review, and transmission of claims (both electronic and paper) in a timely manner.
  • Monitor, research, and resubmit rejected or denied claims; follow up on any discrepancies to ensure timely resolution.
  • Process insurance claims, prior authorizations, and respond to inquiries related to billing.
  • Maintain accurate records and files related to accounts receivable and billing documentation.
  • Distribute and file Explanation of Benefits (EOB) for clinicians.
  • Check the clearinghouse daily for updates and alerts on claims.
  • Assist clients in verifying their insurance benefits.
  • Research and promptly address all client and clinician billing inquiries.

Verification and Reconciliation:

  • Verify insurance benefits and match them with electronic fund transfers (EFTs); allocate payments appropriately for clinician compensation.
  • Meet with clinicians regularly to review missing EOBs, scholarships, diagnosis codes (DX), and insurance-related issues.
  • Reconcile incoming EFTs and report to the Chief Financial Officer (CFO).
  • Lead the billing audit process in coordination with the CFO, ensuring compliance and documentation accuracy.

Payroll and Refund Processing:

  • Compile and submit bi-weekly payroll for clinicians to the CFO based on counseling services rendered.
  • Manage reimbursement requests and process client refunds as required.
  • Ensure accurate audit and reconciliation of deactivated client files.

Scholarship Program Management:

  • Oversee the counseling scholarship program, including application approvals, renewals, and internal compliance.
  • Work closely with clinicians and leadership to align scholarship offerings with organizational policies.

Systems Training and Compliance:

  • Train new staff on billing systems, policies, and procedures, ensuring consistent adherence to the Center's operational standards.
  • Conduct monthly audits of billing records, including insurance, scholarships, and self-pay accounts, to ensure compliance with CCPC policies.
  • Assist in screening new client records in Therapy Mate software to ensure accurate diagnosis codes are present for claims processing.

Client Payment and Financial Transactions:

  • Process client payments via V-Cards (electronic payments) and checks from insurance companies or alternative healthcare providers through Square/Stripe.
  • Ensure all financial transactions are properly recorded and reconciled.

Administrative Support:

  • Assist in enforcing CCPC policies, including no-show policies, across all payment channels and clinicians.
  • Handle incoming and outgoing fax transmissions related to billing and other administrative tasks.
  • Support the Assistant Counseling Programs Director in staff events and other projects as needed.

Requirements:

  • Experience: Preferred experience in medical billing, especially within a mental health setting.
  • Skills:
    • Strong problem-solving skills and attention to detail.
    • Proficiency in Microsoft Office, Google Suite, and medical billing software.
    • Excellent interpersonal and communication skills, including phone etiquette.
    • Ability to work independently and manage multiple tasks efficiently.
  • Personal Attributes:
    • Dependable, autonomous, detail-oriented, and able to thrive in a dynamic work environment.
    • Demonstrates strong tenacity and perseverance, consistently driving long-term projects to completion without losing focus on the finer details, even in the face of challenges or shifting priorities.

Reports to: Counseling Programs Assistant-Director

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