The Billing & Client Services Coordinator is responsible for supporting the administrative, financial, and client service functions of the practice. This role oversees billing, insurance authorizations, provider credentialing, waitlist management, client intake coordination, documentation review, and scholarship administration for Applied Behavior Analysis (ABA), Occupational Therapy (OT), and Speech-Language Pathology (SLP) services. The coordinator works closely with billing, clinical and administrative staff to ensure accurate billing, regulatory compliance, and a seamless experience for clients and families.
Essential Responsibilities
Billing & Revenue Cycle
- Support billing for Occupational Therapy (OT) and Speech-Language Pathology (SLP) services.
- Review clinical documentation for billing accuracy, including dates of service, session times, units, CPT codes, diagnosis codes, and modifiers.
- Identify and resolve billing discrepancies prior to claim submission.
Insurance Authorizations
- Prepare and submit initial and reauthorization requests for ABA, OT, and Speech Therapy services.
- Track authorization approvals, unit utilization, and expiration dates.
- Coordinate with clinical staff to obtain required documentation for insurance submissions.
- Ensure continuity of care by proactively managing authorization timelines.
Client Intake & Waitlist Management
- Maintain and manage the client waitlist for ABA, OT, and Speech services.
- Communicate with prospective families regarding service availability and scheduling.
- Coordinate new client intake and onboarding.
- Collaborate with Board Certified Behavior Analysts (BCBAs), occupational therapists, speech-language pathologists, and scheduling staff regarding new client placements.
Documentation & Compliance
- Review clinical notes for completeness, accuracy, and compliance with payer requirements.
- Verify documentation includes appropriate dates, times, service units, CPT codes, diagnosis codes, and modifiers.
- Maintain confidentiality and ensure compliance with HIPAA and organizational policies.
- Assist with internal audits and documentation quality assurance as needed.
Scholarship Administration
- Coordinate scholarship applications and supporting documentation.
- Track scholarship awards and funding availability.
- Communicate with families regarding scholarship eligibility and required paperwork.
- Maintain accurate scholarship records and reporting.
Qualifications
- Experience in medical billing, preferably in Applied Behavior Analysis (ABA), pediatric therapy, behavioral health, or outpatient rehabilitation.
- Knowledge of insurance billing, prior authorization processes, and payer requirements.
- Experience with provider credentialing is preferred.
- Familiarity with CPT codes, ICD-10 diagnosis codes, modifiers, and documentation review.
- Strong organizational skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Proficiency with electronic health records (EHR), practice management software, and Microsoft Office or Google Workspace.
- Ability to manage multiple priorities while maintaining accuracy and confidentiality.
Preferred Qualifications
- Experience billing Medicaid and commercial insurance for ABA, Occupational Therapy, and Speech-Language Pathology services.
- Knowledge of HIPAA regulations and healthcare compliance standards.
- Experience working in a multidisciplinary pediatric therapy practice.
Core Competencies
- Organization and time management
- Attention to detail
- Customer service and family engagement
- Communication and collaboration
- Problem-solving
- Billing and insurance knowledge
- Confidentiality and professionalism
- Ability to prioritize multiple responsibilities and meet deadlines
Join us in making a meaningful difference by supporting clients through organized coordination and exceptional service. Your proactive approach will help ensure our clients receive the highest quality of care while maintaining smooth operational workflows.
Pay: $18.50 - $20.50 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
