Billing/Administrative Assistant

POSITION DESCRIPTION

Position Title: Billing/Administrative Assistant

Department: Connections Recovery Services

Reports To: Executive Director and Lead Resource Coordinator

Date Approved:

This position is responsible for managing the financial processes for mental health services, including submitting insurance claims, processing payments, and ensuring compliance with healthcare and billing regulations. Key responsibilities involve verifying patient insurance, assigning medical codes, resolving billing disputes, communicating with clients about their bills, and maintaining accurate financial records. Provides crucial organizational and clerical support, preparing documents, and maintaining files to ensure efficient office operations. Responsibilities can include assisting with scheduling meetings, managing office supplies, supporting basic bookkeeping.

ESSENTIAL DUTIES AND RESPONSIBILIITES

This job description is not intended to be all-inclusive. Employee will also perform other reasonably related duties assigned by immediate supervisor.

· Insurance Claim Management: Submit claims to insurance companies and government payers (Medicaid/Medicare), track their status, and resolve any denied claims.

· Behavioral Health Coding, using ICD-10 and CPT codes for mental health services.

· Record Keeping: Maintain accurate and up-to-date patient billing and financial records, often within electronic health record (EHR)

· Denial Management: Follow up on pending or denied claims, identify the reasons for rejection, and work to resolve issues and resubmit corrected claims

· Payment Processing: Reconcile electronic remittance advice (ERAs) and payments from insurance companies and clients.

· Compliance: Ensure all billing processes and record-keeping adhere to HIPAA regulations and other relevant industry guidelines.

· Analysis & Reporting: Monitor billing performance, identify patterns in claim denials, and generate reports for practice administrators to improve efficiency.

· Administrative Support: Assist with various administrative tasks, such as verifying insurance benefits and managing referrals.

· Scheduling: Organizing and scheduling appointments, meetings, and events for individuals and teams.

· Document Management: Preparing, editing, and proofreading various documents such as memos, reports, and letters.

· Record Keeping: Maintaining organized electronic and physical filing systems and managing databases.

· Office Operations: Ordering and managing office supplies, maintaining office equipment, and coordinating with vendors.

· Support for Staff: Assisting other staff members with various administrative tasks and serving as a central point of communication.

EDUCATION/EXPERIENCE/SKILLS

· MUST HAVE: Medical Billing Expertise: Strong knowledge of mental health billing practices, coding, and insurance policies.

· Attention to Detail: Crucial for accurate coding, data entry, and claim submission.

· Communication Skills: To effectively communicate with patients, insurance companies, and healthcare providers.

· HIPAA Compliance: A thorough understanding of privacy rules and other regulatory requirements.

· Technical Skills: Proficiency with billing software and electronic health records (EHR/EMR) systems.

· Technical Proficiency: Competence in using computer software for spreadsheets, databases, presentations, and other office tasks.

· Adaptability: Ability to multitask and adapt to changing priorities in a dynamic environment.

SUPERVISORY RESPONSIBILITIES

This position supervises the following positions:

None

CONFIDENTIALITY

Required to respect the confidentiality of information concerning consumers who utilize Connections Recovery Services. Must maintain confidentiality according to HIPAA and 42 CFR Part 2 regulations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

•The employee is frequently required to stand; walk; sit, use hand to finger, handle, or feel and reach with hands and arms.

•Lift and/or move up to 25 pounds.

•The ability to stoop and bend and reach into file drawers is required.

•Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

•The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics described are representative of those an employee encounters while preforming the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

•The noise level in the work environment is usually moderate

•Indoor Work Environment

•Work within a team environment

Connections Recovery Services reserves the right to revise or change job duties and responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.

Connections Recovery Services prohibits discrimination in employment, training, job duties, compensation, evaluation, promotion, and any other term or condition of employment based on race, ethnicity, age, color, religion, gender, national origin, sexual orientation, physical or mental handicap, developmental disability, genetic information, human immunodeficiency virus status, or in any manner prohibited by local, state or federal laws. OAC L (1)

Job Type: Full-time

Pay: $40, $45,000.00 per year

Benefits:

• 401(k) matching
• Health savings account
• Paid time off

Work Location: In person