Billing & Data Integrity Coordinator

Description:

Why Work for Exceptional Parents Unlimited (EPU)?

At EPU, you don’t just come to work—you become part of a legacy of hope, resilience, and transformation. Since 1976, EPU has grown from a small hospital support group into a powerful, community-driven organization built on one core belief: families thrive when they are supported, understood, and empowered.

From the early days sitting beside parents in moments of crisis to today’s expansive network of early intervention and family support programs, EPU has remained steadfast in its mission: to guide and strengthen families and children with unique needs through early intervention and supportive services that cultivate hope and resilience.

EPU is a place where your work has immediate, life-changing impact. Here, you join a team that:

• Engages directly with families during some of the most critical moments of their lives, offering compassion, expertise, and encouragement.
• Builds confidence and cultivates hope for parents who may feel overwhelmed, isolated, or unsure of where to turn.
• Transforms children’s developmental paths through evidence-based early intervention, mental health services, and educational support.
• Honors lived experience—nearly 40% of our staff are parents of children with special needs, creating a culture of genuine empathy and understanding.
• Creates community by offering more than 130 parent support groups each month, ensuring every family feels seen, supported, and never alone.

Working at EPU means becoming part of a movement that began with one mother asking, “What do other parents do?”—and growing into an organization dedicated to ensuring no parent ever has to face their journey alone.

If you want a career where your compassion becomes someone’s turning point, where your skills strengthen families, and where every day contributes to a world where children with unique needs are embraced and able to thrive—

EPU is where you belong.

Employee Benefits

EPU is proud to offer a comprehensive and competitive benefits package, including:

• Affordable medical benefits, including employer-paid dental, vision, and AD&D insurance for full-time employees
• 40 hours of California Paid Sick Leave for all employees
• 120 hours of annual Paid Time Off for full-time employees working 40 hours per week
• 12 paid holidays
• 401(k) plan & Company Profit-Sharing Plan employer contribution
• Benefit eligibility for many part-time positions

Come join a team and an organization that sees its staff as individuals, values their voices, and embraces each person as a true partner in fulfilling our mission.

Job Summary

The Billing & Data Integrity Coordinator ensures accurate billing, high quality documentation, and reliable data integrity across Early Childhood Services programs. This position supports developmental and behavioral health services by managing billing workflows, monitoring authorization status, reconciling multi source data, and ensuring compliance with Regional Center, Medi Cal, and insurance requirements.

The BDI Coordinator serves as the department’s subject matter expert for Apricot database management, authorization tracking, and cross system data alignment. This role is essential in optimizing revenue cycle processes, improving documentation accuracy, and supporting agency wide quality improvement initiatives.

Essential Functions

Data Management & Quality Assurance

• Maintain primary responsibility for accurate data entry of Baby Clinic and early childhood mental health services in the Apricot database.
• Provide administrative oversight and quality control for data entered by Child Development Center and Engage, Play, Inspire & Connect (EPIC) staff, ensuring complete and accurate child and family records.
• Conduct routine audits and weekly spot checks to verify accuracy of demographics, diagnostic codes, service frequencies, and alignment with Individualized Family Service Plan (IFSP) and insurance authorizations.
• Maintain and update the Apricot User Guide; issue Quality Assurance directives to promote consistent data entry and compliance with agency and funder reporting standards.

Authorization Tracking & Billing Compliance

• Track and monitor Purchase of Service authorizations to ensure all billed services have active authorizations.
• Reconcile IFSP authorizations and insurance coverage with Early Intervention and treatment documentation to ensure accurate and compliant billing.
• Notify Regional Center Service Coordinators and Program Managers of authorization or billing discrepancies, requesting timely updates.
• Issue “missing authorizations” reports prior to billing deadlines to prevent payment delays.
• Monitor unbilled service inventory and collaborate with the CalAIM Billing Team to support timely processing and revenue realization.

Database Administration & Systems Development

• Serve as the department’s subject matter expert on the Apricot database, including system configuration, workflow design, and form development.
• Perform cross-platform data reconciliation to ensure alignment between Apricot and external billing or reporting systems.
• Lead technical aspects of system enhancements that support quality improvement, compliance, and program growth.
• Maintain user access controls, data security protocols, and validate recurring program performance and compliance reports.

Training & Departmental Support

• Provide training and technical support to staff on documentation standards, data workflows, and billing compliance expectations.
• Promote a culture of accountability by helping staff understand the connection between accurate documentation, billing timeliness, and program sustainability.
• Serve as departmental liaison to the agency-wide Data Team, identifying system-level barriers and contributing to data driven quality improvement.

Records Management & Regulatory Compliance

• Receive and process records requests in accordance with agency protocols and confidentiality requirements.
• Maintain and safeguard client records in compliance with HIPAA and applicable state and federal regulations.
• Oversee the Early Start case closure and transition process, completing final quality audits within 30 days of a child’s third birthday to ensure billing reconciliation and compliance with IDEA Part C.
• Manage archival and retention procedures for electronic and physical records, ensuring proper indexing, secure storage, and timely certified destruction in accordance with state and federal requirements.

Administrative & Organizational Responsibilities

• Participate in regular supervision, performance reviews, and professional development activities to support continuous workflow improvement.
• Work on-site at the EPU main facility during standard operational hours (Monday–Friday, 8:00 AM–5:00 PM), with limited exceptions.
• Perform other duties as assigned by the Director or agency leadership.

Requirements:

Knowledge, Skills & Experience

Education

High school diploma or equivalent (GED) is required. Bachelor’s degree in Business, Health Informatics, Behavioral Science, or a related field is preferred.

A combination of post-secondary education and at least 3 years of specialized experience in California Regional Center billing or database administration may substitute for a degree. Professional certifications such as CPB, CBCS, CHDA, or CRIP are strongly preferred.

Skills

• Strong interpersonal and communication skills with the ability to train and support diverse clinical teams.
• High attention to detail with the ability to manage large volumes of data with a high degree of accuracy.
• Strong analytical and independent decision-making skills.
• Proficient in Microsoft Excel (Pivot Tables, VLOOKUP, data validation).
• Familiarity with Apricot 360 is a plus.
• High-speed, high accuracy data entry (minimum 45 WPM / 13,500 KPH).
• Comprehensive understanding of HIPAA privacy requirements and state record-retention mandates.

Experience

• Minimum 2 years of experience in Revenue Cycle Management or clinical data coordination, preferably in a nonprofit, pediatric, or behavioral health setting.
• Experience with Regional Center e Billing or Medi Cal reimbursement processes is highly preferred.
• Experience compiling and reconciling multi source data to ensure billing accuracy.
• Valid California Driver’s License, clean driving record, and current auto liability insurance.

Physical Demands & Working Conditions

• In person position based at the EPU main facility. Direct interaction with staff and families/clients on occasion.
• Requires prolonged periods of sitting, computer work, fine motor dexterity, and repetitive hand motions.
• May involve local travel.
• Refer to the attached Physical Demands Analysis for detailed physical requirements.