Billing and Office Administrator – Temp to Hire – Monday through Friday from 8:00 am to 5:00 pm

Billing & Financial Administrative Functions  – Individual is the sole billing representative of the company with full responsibilities in this role.

Submission Stage:

Completes and obtains all appropriate Authorizations and Referrals needed for patients appointments and payments in coordination with front desk.

Confirms all Authorizations/Referrals have been completed and timely submission

Informs and tracks front desk input errors that cause claim issues (lack of physician, diagnosis, errors in insurance input)

“Scrubs / Reviews” Claims submitted by therapists and sent out within 48 hours of therapist submission

Day works all denials that are kicked back, makes changes and resubmits within 48 hours

In Review Stage

Posting all patient and insurance paper and paper credit card payments within 3 days of receiving.

Contacts insurance companies on any claims not paid within 45 days of submission to ensure filing and processing

Monitors works all claims not paid in typical 30-45 day period (depending on insurance) and makes notes in chart and reworks every 2 weeks with appropriate notes.

Informs Owner on a 2x month basis of any issues going on with any specific claims that are problematic

Posting and Payment Stage:

Compiling all patient payments from front desk and preparing deposit.

Oversees payments taken in at front desk from patients

Confirms cash in front on a weekly basis matches PROMPT intake

Compiling all insurance payments, making copies, scanning in and preparing deposit

Patient Balance Stage:

Completing monthly patient billing through text/email initially, then sent paper statements monthly

Working to keep 60+days claims for patient A/R over $500 per client through texts, letters and personal phone calls

Informs front desk of patients that have met deductible and change intake to co-insurance amount.

Reviews on a monthly basis any patient overpayments and communicates this to owner for reimbursement

Company Billing & Financial Growth Oversight:

Meets monthly with owner regarding all billing and AR with a report on any outstanding issues or problematic accounts

Answering and educating patients on statements/billing as needed

Assists with company QuickBooks

Assists with company payroll

Reconciling all payments monthly with company bank account to ensure all payments received

Reviews on a quarterly basis what we are receiving per code payments

Contacts responsible party to resolve delinquent accounts

Assists with insurance contract negotiations and new insurance contracts

Maintains copies of all payments in organized files to located information if needed for up to 2 years back.

Has cross trained owner as well as 1 other staff/admin member in full duties and has these typed out and outlined in case of emergency absence

Front Office Oversight Administrative Functions:

Able to learn oversee as well as complete when needed ALL duties that are outlined in Patient Care Coordinator (Answering phones, taking daily payments, scheduling new and follow-up appointments, input of patient demographics, insurance verification and scanning) If there is an absent staff in this position, they are required to assist a portion of their day in the position. May need to assist with training of new personnel or competency reviews of front staff. Will report to Owner if there are any issues that arise regarding front office.

Office – Administrative/Financial Functions: 

Oversight/checking and forwarding of the company office email, faxes and mail

Assists owner in maintenance and uploads into employee files and employee email

Monitoring of Payroll hours as well as input of PTO and PTO tracking on a 2x month basis

Assists in supplies and ordering needs with owner and Tech 1x month

Problem solves clinic issues and contacts appropriate person any “maintenance” issues of the clinic (Ex: washer breaks, internet goes out and attends to any issues during work hours). Can involve help from Therapy Techs as needed.

Maintains secure clinic information/passwords and contacts

Assists with New and Current Therapist Credentialing and regular CAQH attestation

Onboarding paperwork of all new staff to ensure all appropriate information is completed and communicates with onboarding company as needed.

What we’re looking for

At least 2 years of experience in a medical front office, billing, customer service, or administrative role

Strong grasp of insurance verification and prior authorization processes

Friendly, clear communicator—especially when talking with patients about coverage and costs and discussing late payments

Tech-savvy and organized; experience with EMRs and office software required

Self-starter who can anticipate needs, solve problems, and take initiative

Ability to implement efficient and reproducible processes

Ability to handle simultaneous demands and complete tasks in spite of interruption

Reliable, honest, and ready to contribute to a team that cares deeply about patient outcome

Demonstrates punctuality and strong time management skills in anticipating / organizing workflow

Working knowledge of Medicare Part A, Medicare Part B, Medicaid, Commercial Payer and/or Third‐Party billing

Work Environment & Physical Demands

This job functions in a professional office and clinical setting. This role uses standard office equipment such as: computer, phones, copiers, filing cabinets, etc. This is largely a sedentary position with extended periods of sitting; however bending, stooping, lifting (up to 30#) or standing for periods of time may be necessary for managing supplies, files and miscellaneous tasks. Computer and phone use is frequent. P Encouraged to be up and moving several times in the day and assist with daily tidy ness of front office as well as laundry as needed and vacuuming and even light shoveling if needed.

Job Order 457:3

Position requires Pre-Employment Drug Screen.

Applications for these positions are being accepted at Premier Staffing.