The Revenue Cycle Coordinator is responsible for supporting the day-to-day revenue cycle operations for First Med clinics (Urgent Cares and Primary Cares) and serving as the primary liaison between the organization and its outsourced billing partner. This position works closely with clinic leadership, providers, front-office staff, and the billing company to help ensure billing, coding, authorizations, eligibility, collections, and other revenue-cycle processes are accurate, efficient, and timely.
The Revenue Cycle Coordinator will monitor billing activity, identify trends and opportunities for improvement, provide education and training to clinic staff, and assist in resolving issues that may impact reimbursement. This position will also provide on-site support across clinic locations to strengthen front-office processes and promote consistent revenue-cycle practices.
POSITION SUMMARY EXPANDED:
Under the Oklahoma Medical Marijuana and Patient Protection Act, (“The Unity Bill”) this position is considered a “Safety-sensitive position. “Safety-sensitive” is defined to include “any job that includes tasks or duties that could affect the safety and health of the employee performing the task or others.” Employees working in “safety-sensitive” roles are subject to this exception and subject to disciplinary action in the event of a positive test for marijuana or its metabolites.
ESSENTIAL DUTIES AND JOB RESPONSIBILITES
The essential functions include, but are not limited to the following:
Billing Company Coordination & Revenue Cycle Support
- Serve as the primary point of contact between First Med and the billing company.
- Maintain regular communication with the billing company regarding billing, coding, collections, denials, accounts receivable, claim status, and other revenue-cycle matters.
- Monitor the billing company's performance and ensure concerns or service issues are identified, communicated, escalated when appropriate, and resolved in a timely manner.
- Review billing, coding, accounts receivable, denial, and collection reports to identify trends, discrepancies, and areas of concern.
- Provide leadership with clear summaries of revenue-cycle performance, outstanding issues, trends, and recommended actions.
- Identify opportunities to improve billing accuracy, reimbursement, collections, and overall revenue-cycle processes.
- Assist with investigating and resolving billing, coding, authorization, eligibility, referral, and claim-related issues.
- Follow up with providers, clinic staff, and other appropriate parties to ensure outstanding revenue-cycle matters are resolved timely.
- Assist with monitoring key revenue-cycle metrics and communicating areas of concern to leadership.
Clinic & Front-Office Support
- Serve as an internal resource for First Med staff regarding billing, coding, insurance eligibility, prior authorizations, referrals, documentation requirements, and other revenue-cycle processes.
- Travel to clinic locations as needed to provide on-site revenue-cycle and operational support.
- Assess front-office workflows and identify opportunities to improve efficiency, accuracy, patient collections, and reimbursement.
- Work with clinic leadership and front-office teams to address recurring billing, eligibility, authorization, referral, and documentation issues.
- Assist clinic staff with troubleshooting revenue-cycle issues and determining appropriate next steps.
- Promote consistent revenue-cycle processes and expectations across clinic locations.
Training & Education
- Train front-office staff on insurance verification, eligibility, prior authorizations, referrals, patient financial responsibility, documentation requirements, and other processes that impact reimbursement.
- Develop and provide ongoing education and training to clinic staff based on identified needs, process changes, or recurring issues.
- Provide additional coaching and support to clinic staff when workflow concerns are identified.
- Assist with training related to new billing systems, processes, policies, procedures, and payer requirements.
Compliance & Process Improvement
- Monitor compliance with established billing, coding, authorization, referral, eligibility, and documentation processes.
- Identify workflow gaps, recurring errors, and process breakdowns that may contribute to denials, delayed claims, lost revenue, or inaccurate billing.
- Collaborate with providers, clinic leadership, front-office staff, and billing company to resolve revenue-cycle issues.
- Assist with the implementation of new revenue-cycle processes, systems, policies, procedures, and workflows.
- Recommend process improvements designed to reduce denials, improve billing accuracy, strengthen collections, and support timely reimbursement.
- Maintain awareness of payer requirements and revenue-cycle best practices that may impact clinic operations.
REQUIREMENTS
- Associate's or bachelor's degree in healthcare administration, business administration, finance, or a related field preferred. Relevant healthcare revenue-cycle experience may be considered in lieu of a degree.
- 2–3 years of experience in healthcare revenue cycle, medical billing, coding, practice management, or a related healthcare operational role preferred.
- Experience working in physician practices, urgent care, primary care, or other outpatient healthcare settings preferred.
- Experience working with outsourced billing vendors or third-party revenue-cycle partners preferred.
- Working knowledge of medical billing, coding, insurance verification, eligibility, prior authorizations, referrals, denials, accounts receivable, and collections.
- Experience reviewing revenue-cycle reports and identifying trends or areas requiring follow-up.
- Previous experience training or educating healthcare staff preferred.
KNOWLEDGE, SKILLS & ABILITIES
- Strong understanding of healthcare revenue-cycle processes.
- Strong analytical and problem-solving skills with the ability to identify issues and assist with developing practical solutions.
- Effective communication skills and the ability to work with providers, leadership, clinic staff, and external billing partners.
- Ability to communicate billing and revenue-cycle information clearly to operational staff and leadership.
- Strong organizational skills with the ability to manage multiple priorities and follow issues through resolution.
- Ability to provide training and education to employees with varying levels of revenue-cycle knowledge.
- Strong attention to detail and commitment to accuracy.
- Ability to work independently while collaborating effectively across departments and clinic locations.
- Proficiency with electronic health records, practice management systems, billing platforms, and Microsoft Office applications.
TRAVEL REQUIREMENTS
Regular travel to First Med clinic (Urgent Care and Primary Care) locations is required to provide on-site training, workflow assessments, and revenue-cycle support.
POSITION EXPECTATIONS
The Revenue Cycle Coordinator is expected to maintain a collaborative relationship between First Med, its clinic teams, providers, leadership, and billing company. The position will help identify revenue-cycle concerns, coordinate appropriate follow-up, and support processes that improve billing accuracy, reimbursement, operational efficiency, and the overall revenue-cycle performance of First Med.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to work inside a clean, well-lit, and well-ventilated building. While performing the duties of this position, the incumbent is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus. The noise level in the work environment is usually moderate. The employee may be exposed to some hazards such as radiation, bodily fluids that may contain disease, and fumes from laboratory chemicals.
