Medical & Dental Billing Clerk and Administrative Assistant
Expected Hire Date: August 2026
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We are excited to announce a new opportunity at Winters Healthcare! We are seeking an organized, adaptable, and detail-oriented professional to support our revenue cycle, administrative operations, and Board Governance functions. This unique blended role includes approximately 60% medical and dental billing and accounts receivable coordination, 20% administrative support, and 20% Board Governance support.
The Billing Clerk and Administrative Assistant will support the full billing cycle including accuracy, claims management, payment posting, patient billing inquiries, administrative coordination, and Board activities, including meeting preparation, governance materials, records management, and Board member support. Reporting to the Revenue Cycle Manager, with guidance from the Executive Director, this role is essential to ensuring smooth financial, administrative, and governance operations.
The ideal candidate is highly organized, proactive, technologically savvy, and skilled at building relationships. At Winters Healthcare, we value collaboration, connection, and exceptional service as we work together to improve the health of our community.
Essential Functions:
Communicate and collaborate in a team-oriented environment to support Relationship Based Care.
Medical and Dental Billing Functions (~60% time)
- Provide exceptional customer service by assisting patients with billing, insurance, and payment arrangements
- Evaluate patients' financial statuses, establish budget payment plans, and follow up on delinquent accounts.
- Prepare and submit clean claims to insurance companies, including state, federal, and county programs.
- Audit accounts in the Epic billing system to ensure correct billing procedures are followed and respond to inquiries.
- Manage daily billing work queues to ensure timely filing and adherence to internal claim handling policies.
- Follow up on aging accounts to meet accounts receivable benchmarks.
- Post payments from various payer sources and perform medical collection actions, including contacting patients and correcting or resubmitting claims to third-party payers.
- Communicate and collaborate with RCM and department managers to ensure accurate CPT codes are used.
- Participate in ongoing education, staff development training, and attend staff meetings.
Support performance and quality improvement efforts and complete other duties as assigned
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Administrative Support Functions
- Maintain inventory and order office, administrative, and printed materials, including business cards, letterhead, promotional items, and department supplies.
- Manage incoming and outgoing mail, including sorting, scanning, distribution, and support for Accounts Payable and Accounts Receivable documentation.
- Maintain conference room calendars, meeting scheduling and prepare meeting spaces for staff meetings, trainings, and virtual presentations.
- Support the Human Resources with the coordination and execution of employee meetings, trainings, and events, including food and beverage arrangements.
Prepare, review, and distribute documents and correspondence as directed.
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Board of Directors Coordination and Governance Functions (~20% time)
Serve as the primary liaison to the Board of Directors (BOD), working closely with the Executive Director.
Coordinate all aspects of Board and assigned committee meetings, including scheduling, communications, agenda and board packet preparation, meeting logistics, and virtual meeting support.
Prepare and distribute Board materials, including agendas, financial and quality reports, consent calendar items, and other governance-related documents.
Record, finalize, and distribute accurate meeting minutes in a timely manner.
Support onboarding and orientation for new Board members to ensure they are well prepared for governance responsibilities.
Attend monthly Board meetings, provide updates on marketing campaigns, special events, donor initiatives, and maintain official Board records.
Support the Board Fundraising Committee by coordinating donor engagement activities and fundraising events.
Conduct research and provide information for special projects and Executive Director initiatives.
Maintain donor recognition programs, including the engraved donor tree.
Minimum Requirements
Education and Work Experience
- Minimum 2-year experience with Epic EMR, along with basic understanding of billing practices
Medical Billing Certificate or equivalent work experience in a health center using EPIC EMR.
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Knowledge, Skills, and Abilities
- Knowledge of medical and dental billing, reimbursement practices, CPT, ICD-10, Medi-Cal policies, and healthcare revenue cycle processes; Epic and FQHC experience preferred.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook), electronic health records, medical billing software, and standard office technology.
- Strong organizational, time management, and critical thinking skills with exceptional attention to detail and the ability to manage multiple priorities.
- Excellent written, verbal, and interpersonal communication skills, with the ability to build positive relationships with patients, employees, Board members, and community partners. Bilingual in Spanish is preferred.
- Demonstrated commitment to exceptional customer service, with experience serving diverse, low-income, and medically underserved populations.
- Ability to work independently and collaboratively, exercise sound judgment, maintain strict confidentiality, and handle sensitive information in accordance with HIPAA requirements.
- Adaptable, proactive, and resourceful, with the ability to anticipate needs, solve problems, and support multiple organizational functions with professionalism and discretion.
A passion and dedication for serving the health care needs of our clients.
Other Requirements:
Authorization and consent for Winters Healthcare to investigate candidate’s background with a consumer report for employment purposes, to evaluate candidate/employee for employment, promotion, reassignment, or retention as an employee
Additional Desired Qualifications
- Medical Billing Certificate or Certified Coder
- Experience in a Federally Qualified Health Center (FQHC) or community health center setting.
- Experience supporting executive leadership, boards, or committees.
Knowledge of Family PACT, CHDP, Medi-Cal, Medicare, and other government-sponsored programs.
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Operating Hours:
- Monday, Tuesday, and Thursday: 8:00AM – 8:00PM
- Wednesday and Friday: 8:00AM – 5:00PM
Working Hours:
- This position is 40 hours per week during the Foundational Onboarding Period.
- Following successful completion of onboarding, employee will be eligible for Winters Healthcare's 4 Day Work Week pilot and transition to a 32-hour workweek while maintaining compensation equivalent to 40 hours worked.
- Semi-flexible working hours such as 7:30AM – 4:00PM or 8:30AM – 5:00PM
- Attendance at monthly Board of Directors meetings is required, generally held on the fourth Thursday of each month. November and December meetings are typically held on the third Thursday.
- On Board meeting days, employee must be available until approximately 6:30PM
Occasional evening or weekend work may be required as business needs dictate.
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Compensation & Benefits:
- During 8-week Foundational Onboarding Period, s tarting wage banding is $24.75 - $31.00/ hour . After 8 week Foundational Onboarding Period*, wage banding increases to: $31.00 - 38.80/ hour plus full health insurance benefits*
- Note: Certified Coder may be eligible for a higher hourly rate.
- Covered insurances include medical, dental, vision, supplemental long-term disability, life insurance/ AD&D, and employee assistance program all 95% sponsored for employee, and 70% sponsored for dependents.
- Paid time off : In addition to the weekly wellness day, we have 2 additional paid holidays off, and ~2 weeks of PTO (based on years of service, hours worked, and 4DWW hours). (~58+ days off!)
- 401K retirement match at 3%, and a Flexible Spending Account (FSA)
- Billing clerk may wear business casual clothing or scrubs. We provide a $350 scrub allowance upon hire, and $200 scrubs allowance each year after the first.
Certified Coders are eligible for continuing education allowance ($300 and 8 hours per year).
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Foundational Onboarding Period
- All newly hired employees are expected to complete an 8-week (320-hour) Foundational Onboarding Period at 40 hours per week. This period is designed to support training, integration, and success in the role.
- During onboarding, employees are paid at their standard hourly rate for 40 hours worked.
Upon successful completion of the onboarding period, employees transition to the 32-hour workweek and receive compensation equivalent to 40 hours per week, in alignment with the 4DWW structure.
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Here at Winters Healthcare, we know that we are a unique organization and we love what we do and for whom we do it. We are big on fit, and while we will assess that fit, we understand that you are doing the same. Tell us what your interests are and let’s collaborate together to do great things for our patients and our community!
Physical Demands:
While performing the duties and tasks of this job, Employee is regularly required to stand; walk; work on irregular surfaces; reach with hands and arms; use hands to finger, handle or feel objects, tools, or controls; talk or hear; and taste or smell. Employee is occasionally required to sit and stoop, kneel, crouch, bend, squat, twist or crawl. This job requires physical effort and the ability to place or retrieve items at below waist level may be required.
Employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision and depth perception, and the ability to adjust focus. The physical demands described here are representative of those that must be met by Employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Environmental/ Working Conditions:
The environment is a standard office environment. Regular office hours are Monday through Friday. Occasionally, evenings, weekends and overtime may be required. Office hours may be changed as business needs dictate. The working environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
While performing the duties of this job, Employee is occasionally exposed to toxic or caustic chemicals, required to work near moving mechanical parts and sharp instruments, and may be at risk of electrical shock. The noise level in the work environment is usually moderate.
