Job Title: Outpatient Behavioral Health Billing & Administrative Specialist
Position Summary
The Outpatient Behavioral Health Billing & Administrative Specialist is a full-time position responsible for managing billing and revenue cycle operations for substance use disorder (SUD) and mental health outpatient services while also performing required human resources and payroll duties. This role supports clinic administration, employee onboarding and recordkeeping, payroll processing, compliance documentation, and confidential personnel functions. The position requires knowledge of behavioral health documentation, payer requirements (including Medicaid), HR and payroll processes, confidentiality standards, and strong organizational and multitasking skills.
Key Responsibilities
Behavioral Health Billing & Revenue Cycle
- Submit and manage claims for outpatient SUD and mental health services, including individual, group, IOP, and other program services
- Ensure accurate use of CPT, HCPCS, and ICD-10 codes specific to behavioral health and SUD treatment
- Verify insurance eligibility, benefits, prior authorizations, and service limits (with strong emphasis on Medicaid and managed care plans)
- Monitor accounts receivable and aggressively follow up on denied, rejected, or unpaid claims
- Post payments, adjustments, and reconcile billing discrepancies
- Ensure compliance with payer requirements, state regulations, and documentation standards
- Collaborate with clinical staff to ensure documentation supports medical necessity and billing compliance
- Generate financial and billing reports; assist with audits and regulatory reviews
Administrative & Clinic Operations Support
- Maintain accurate client records in EHR systems, ensuring alignment with confidentiality requirements (including 42 CFR Part 2 and HIPAA)
- Support client intake, scheduling, and coordination of outpatient services
- Assist with tracking census, service utilization, and program metrics (e.g., ASAM level of care tracking such as 1.0 outpatient and 2.1 IOP)
- Perform general administrative duties including data entry, document management, and correspondence
- Support leadership with operational reporting and compliance documentation
- Backup administrative support to the Board of Directors and Executive Director as needed.
- Other administrative projects and tasks as assigned.
Human Resources Duties
- Coordinate onboarding for new employees, including background checks, credential tracking, required training documentation, and personnel file setup
- Maintain accurate and confidential employee records in compliance with organizational policies, healthcare standards, and applicable employment regulations
- Support recruitment activities including job postings, interview scheduling, candidate communication, reference checks, and new hire documentation
- Track staff licensure, certifications, continuing education, annual training requirements, and required employment documentation
- Assist with employee status changes, benefit-related documentation, HR communications, and policy acknowledgement tracking
- Maintain strict confidentiality when handling personnel, payroll, medical, and sensitive employment information
Payroll Duties
- Perform payroll support duties including timesheet review, PTO tracking, payroll data entry, and preparation of payroll information for processing
- Ensure accuracy of staff hours, wage information, leave balances, and payroll-related documentation
- Review clinician productivity, billable hour expectations, and related payroll documentation when applicable
- Assist with resolving payroll discrepancies, maintaining payroll records, and preparing payroll-related reports as needed
- Coordinate with leadership and payroll vendors or systems to support timely and accurate payroll processing
- Maintain strict confidentiality of payroll, personnel, compensation, and benefit information
Qualifications
- Associate’s or Bachelor’s degree in Healthcare Administration, Business, Accounting, or related field (or equivalent experience)
- 2–4 years of experience in medical billing, with preference for behavioral health or substance use disorder settings
- Strong knowledge of Medicaid billing, managed care, and behavioral health payer requirements
- Familiarity with ASAM levels of care and documentation requirements for SUD treatment preferred
- Experience with EHR and billing systems used in behavioral health settings
- Working knowledge of HIPAA and 42 CFR Part 2 confidentiality regulations
- Experience performing human resources and payroll duties preferred
- Strong attention to detail, organization, and ability to manage multiple priorities
- Effective communication skills and ability to work collaboratively with clinical and administrative staff
Work Environment & Expectations
- Full-time position (30-40 hours per week); standard work schedule to be mutually agreed upon based on organizational needs
- Office-based with regular interaction with clinical and administrative teams
- High level of discretion required when handling sensitive client and employee information
- Commitment to supporting a mission-driven environment focused on recovery and mental health care
Competencies:
- Problem Solving--Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
- Project Management--Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
- Technical Skills--Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
- Customer Service--Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
- Interpersonal Skills--Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
- Oral Communication--Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
- Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
- Teamwork--Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
- Organizational Support--Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
- Attendance/Punctuality—Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Physical Demands:
- Occasionally required to stand
- Continually required to walk
- Continually required to sit
- Continually required to utilize hand and finger dexterity
- Occasionally required to climb, balance, bend, stoop, kneel or crawl
- Continually required to talk or hear
- Continually utilizes visual acuity to operate equipment, read
- technical information, and/or use a keyboard
- Occasionally required to lift/push/carry items less than 25 pounds
- Continual exposure to bloodborne and airborne pathogens or infectious materials
- Specialized equipment: all office equipment
To apply for this position, please email resume to [email protected].
Pay: $24.52 - $31.20 per hour
Benefits:
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
