Billing Assistant at Mental Health Practice

Position Overview

We are seeking a detail-oriented and organized Billing Assistant to join our Billing Department at our Corporate Office. This full-time role is essential in supporting authorizations, patient billing, collections, and administrative billing functions. The ideal candidate is proactive, communicative, and comfortable managing multiple tracking systems while maintaining accuracy and professionalism. We are looking for a dependable team member who takes pride in accuracy, efficiency, and supporting both patients and providers through effective billing processes.

Schedule & Compensation

• Monday – Thursday: 9:00 AM – 5:00 PM
• Friday: 9:00 AM – 1:00 PM
• 36 working hours per week
• Paid for 40 hours per week (an added benefit for our billing staff)

Benefits

• Health and dental insurance available after 90 days of employment
• Employer-paid life insurance policy available after 90 days
• 401(k) with 3% employer match after one year of employment and 1000 hours worked
• Paid Time Off (PTO)
• Paid holidays

Key Responsibilities

Insurance Authorizations

• Manage and process incoming faxes, including routing records requests, new referrals, and updated authorizations appropriately.
• Track all patients and authorization status using the tracking system.
• Monitor authorization expiration dates and notify patients of upcoming authorization expirations.
• Track receipt of new authorizations and identify authorization gaps.
• Coordinate cancellation or pausing of appointments scheduled during authorization gaps.
• Maintain accurate and up-to-date documentation within EHR Software
• Communicate with providers and patients if sessions must be paused or canceled due to authorization issues.

Patient Statements & Collections

• Manage inactive patient balances using the Past Due Collection tracker.
• Send patient statements for past due balances, including initial, 15-, 30-, and 60-day notices.
• Enter accounts into the collections portal as appropriate.
• Adjust collection balances in patient accounts when necessary.
• Ensure required account notes are documented in EHR indicating when patients cannot be scheduled due to outstanding balances.

Billing & Administrative Support

• Scan and upload paper EOBs and mailed notices into patient accounts.
• Manage returned mail by contacting patients for updated addresses, updating records, and reissuing mail.
• Assist with re-verifying benefits for established patients.
• Answer incoming calls on the billing phone queue, including collecting payments and assisting patients with billing inquiries.
• Other department duties; this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. The employee may perform other related duties as assigned by their supervisor.

Required Skills/Abilities:

• Excellent communication skills including active listening.
• Strong and clear writing/typing skills, including proper spelling and grammar
• Service-oriented and able to resolve patient grievances with empathy and understanding.
• Proficient computer skills with the ability to learn and navigate new software.
• Ability to work well with co-workers and in a team setting
• Ability to accept and apply feedback
• Ability to work independently
• Regular and predictable attendance
• In person work required for regular face to face collaboration with co-workers and supervisor.

Education and Experience:

• High school diploma or equivalent.
• 2 years relevant experience required (medical setting preferred).

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 40 pounds at times

Core Values:

All individuals must reflect the company's core values

• Integrity – Acting with honesty and maintaining strong ethical principles in all business dealings.
• Innovation – Encouraging creativity, new ideas, and continuous improvement.
• Excellence – Striving for high standards in performance and quality in all areas of work.
• Collaboration – Promoting teamwork, open communication, and a shared vision for success.
• Accountability – Taking responsibility for actions, decisions, and delivering on commitments.
• Respect – Valuing diverse perspectives, treating everyone with dignity, and promoting an inclusive environment.
• Patient Focus – Prioritizing patient needs and exceeding their expectations
• Empowerment – take initiative and develop skills
• Adaptability – Embracing change and being flexible in response to evolving business conditions.

*We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Pay: $18.00 per hour

Expected hours: 36.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Please confirm your availability to work Monday - Thursday from 9AM - 5PM and Friday from 9AM - 1PM in person each week
• Do you have any upcoming time of needed during the probationary period?

Experience:

• Data entry: 2 years (Preferred)

Ability to Commute:

• Grand Rapids, MI 49504 (Required)

Work Location: In person