POSITION DESCRIPTION
Job Title: Care, Billing, and Front Desk Coordinator
Department: Administration
Reports To: Office Manager and Co Directors
Employment Status: Full-time, 40 hours per week
Benefits: Full benefits
Work Location: Burbank Office
Work Arrangement: In office five days per week (9 am-6 pm, including one hour lunch), with limited flexibility based on front desk coverage, business needs, and supervisor approval
JOB SUMMARY
The Care, Billing, and Front Desk Coordinator supports client care, billing operations, and daily front desk responsibilities at Yellow Chair Collective / Nabi Family Therapy programs. This position serves as a primary point of contact for clients, coordinates new client inquiries and scheduling, assists with insurance and billing matters, and maintains a welcoming and organized office environment. Supporting with programs and events will be also required as needed.
This position requires a reliable commute to the Burbank office five days per week. Because front desk coverage is an essential responsibility, occasional schedule adjustments or remote work must be approved in advance.
ESSENTIAL JOB FUNCTIONS: Front Desk and Office Support
- Provide consistent front desk coverage during assigned office hours.
- Welcome clients, visitors, clinicians, and staff in a warm and professional manner.
- Answer and respond to phone calls, emails, messages, and inquiries.
- Maintain an organized and welcoming reception area.
- Sort and distribute mail, deposit checks, shred confidential documents, and assist with routine office needs.
Client Intake and Care Coordination
- Respond to prospective client inquiries and gather information about their needs, preferences, availability, insurance, and payment arrangements.
- Coordinate intake appointments and follow-up communication.
- Match clients with appropriate therapists based on their needs, preferences, and provider availability.
- Communicate with clients and clinicians regarding scheduling, intake status, and next steps.
- Respond to client questions and concerns with empathy, professionalism, and appropriate follow up.
Billing and Insurance Support
- Verify insurance coverage, eligibility, benefits, and client financial responsibility.
- Prepare and submit accurate insurance claims.
- Monitor claims and follow up on rejections, denials, delayed payments, and outstanding balances.
- Post insurance and client payments and adjustments accurately.
- Prepare client statements, respond to billing questions, and arrange approved payment plans.
- Maintain accurate records of claims, payments, insurance information, and billing correspondence.
- Generate billing and accounts receivable reports for management as requested.
Events, Programs, and Workplace Culture
- Assist with planning, coordinating, and preparing for company events, workshops, community programs, staff gatherings, and outreach activities.
- Support event logistics, including scheduling, registration, materials, supplies, setup, attendee communication, and follow-up.
- Help maintain a welcoming, inclusive, and collaborative workplace culture for staff, clients, and community members.
- Support employee engagement activities, celebrations, and initiatives that strengthen connection across the organization.
- Collaborate with leadership and staff on programs that reflect Yellow Chair Collective’s mission, values, and community centered approach.
Compliance and Collaboration
- Follow HIPAA, confidentiality, billing, coding, and payer requirements.
- Maintain accurate information in electronic health records, billing systems, and scheduling platforms.
- Collaborate with clinicians, administrative staff, insurance companies, and leadership to resolve client and billing concerns.
- Communicate recurring problems or workflow concerns to the Practice Manager.
- Perform other duties or projects as assigned based on organizational needs.
KNOWLEDGE, SKILLS, AND ABILITIES
- High school diploma or equivalent required. An associate or bachelor’s degree in healthcare administration, psychology, social work, accounting, finance, or a related field is preferred.
- Previous experience in front desk operations, client services, healthcare administration, medical billing, insurance verification, accounts receivable, or care coordination is preferred.
- Familiarity with healthcare billing, insurance terminology, CPT codes, ICD 10 codes, and claims processing is preferred.
- Strong communication and interpersonal skills.
- Excellent organization, time management, accuracy, and attention to detail.
- Ability to manage multiple responsibilities and meet deadlines in a busy office environment.
- Proficiency with electronic health records, billing software, scheduling tools, and Microsoft Office.
- Compassionate, culturally responsive, and client centered approach.
- Reliable transportation and ability to commute to the Burbank office five days per week.
PHYSICAL REQUIREMENTS
This position may require extended periods of sitting and computer work, as well as standing, walking, reaching, bending, and using standard office equipment. Light to moderate lifting may be required. Regular and predictable onsite attendance is an essential function of this position.
DISCLAIMER
This job description summarizes the general duties and expectations of the position. It is not intended to include every possible responsibility or qualification. Yellow Chair Collective / Nabi Family Therapy may revise this job description based on business needs. Employment with Yellow Chair Collective is at will. Reasonable accommodations may be provided to qualified individuals with disabilities unless doing so would create an undue hardship.
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Opportunities for advancement
- Paid time off
- Vision insurance
Experience:
- Customer service: 1 year (Required)
- Time management: 1 year (Required)
- Organizational skills: 1 year (Required)
Language:
Ability to Commute:
- Burbank, CA 91502 (Preferred)
Work Location: In person
