FamilyCare Counseling Solutions is seeking a Part-Time Administrative Assistant to support front office operations, Billing & Patient Accounts, patient accounts, and administrative workflow management. This position serves as the primary support resource for day-to-day administrative operations and helps ensure a positive experience for clients, staff, and providers. The ideal candidate is highly organized, detail-oriented, comfortable working independently, and experienced in healthcare or office administration.
Administrative Assistant - Billing & Patient Accounts
25-30 hours/week
Typical Schedule: Monday-Friday, 10:00 AM-4:30 PM
Additional hours/flexibility available based on office coverage needs.
Pay: $20-$24.00 per hour
Position Summary
Administrative Assistant – Billing & Patient Accounts
Department: Administrative Services
Reports To: Managing Director/Owner
Employment Status: Part-Time (Up to 30 Hours per Week)
Monday-Friday 10am-430p
Pay Range: $20-$24 an hour
Position Summary
The Administrative Assistant – Billing & Patient Accounts provides administrative support for the organization's revenue cycle, patient accounts, medical records, and front office operations. This position plays a critical role in supporting the financial health of the practice by assisting with insurance follow-up, patient billing, accounts receivable, payment collection, medical record requests, and coordination with the organization's third-party billing service.
The Administrative Assistant serves as the primary administrative liaison between FamilyCare Counseling Solutions and the billing department, ensuring timely resolution of billing issues, insurance denials, outstanding patient balances, and documentation requests while maintaining exceptional customer service.
This position is also cross-trained to provide front office coverage and supports daily patient operations as needed.
Position Purpose
The Administrative Assistant – Billing & Patient Accounts supports the organization's revenue cycle by ensuring accurate patient account management, timely insurance follow-up, efficient collections, and exceptional patient financial service while promoting compliance with payer, regulatory, and HIPAA requirements.
Essential Job FunctionsRevenue Cycle Management
Assist with day-to-day revenue cycle operations including:
- Insurance claim follow-up
- Claim status verification
- Resolution of denied claims
- Coordination of claim corrections
- Insurance verification support
- Authorization support
- Revenue recovery efforts
- Identification of billing trends
- Documentation follow-up
- Communication with insurance companies
- Coordination with third-party billing services
Work collaboratively with clinical staff and the billing department to ensure timely reimbursement and reduce claim denials.
Patient Accounts Administration
Manage patient account activities including:
- Reviewing patient balances
- Establishing self-pay accounts
- Setting up payment plans
- Collecting copays
- Processing patient payments
- Answering billing questions
- Reviewing outstanding balances
- Assisting patients with account inquiries
- Explaining payment policies
- Maintaining accurate patient financial records
Provide courteous and professional customer service while assisting patients with financial concerns.
Accounts Receivable Management
Monitor and maintain accounts receivable by:
- Reviewing aging reports
- Tracking outstanding balances
- Coordinating collection activities
- Sending patient statements
- Following collection timelines
- Initiating payment reminder calls
- Coordinating financial follow-up
- Monitoring payment arrangements
- Escalating delinquent accounts to ownership as appropriate
Maintain accurate documentation of all collection activities.
Billing Department Coordination
Serve as the administrative liaison with the organization's billing service.
Responsibilities include:
- Participating in weekly billing meetings
- Reviewing denied claims
- Tracking unresolved claims
- Monitoring outstanding insurance balances
- Identifying missing documentation
- Communicating coding questions
- Coordinating corrections with clinical staff
- Reviewing productivity reports
- Monitoring reimbursement trends
- Following up on unresolved billing issues
Maintain ongoing communication to ensure timely claim resolution and revenue optimization.
Insurance Follow-Up
Provide administrative support related to insurance billing including:
- Verifying claim status
- Following up on unpaid claims
- Monitoring payer responses
- Assisting with claim corrections
- Identifying denial trends
- Requesting additional documentation
- Coordinating appeals when appropriate
- Communicating with insurance representatives
- Updating account notes
Patient Financial Services
Provide excellent customer service by assisting patients with:
- Billing questions
- Insurance concerns
- Payment options
- Self-pay arrangements
- Payment plans
- Outstanding balances
- Statements
- Account explanations
- Financial assistance resources when applicable
Maintain professionalism and confidentiality during all financial discussions.
Medical Records Administration
Coordinate medical record requests while maintaining HIPAA compliance.
Responsibilities include:
- Processing record requests
- Verifying authorizations
- Tracking request turnaround times
- Coordinating provider requests
- Responding to attorney requests
- Managing release of information documentation
- Maintaining disclosure logs
- Ensuring HIPAA compliance
- Communicating with requesting parties
- Following organizational record release procedures
Revenue Reporting & Tracking
Maintain and update administrative tracking systems including:
- Accounts Receivable Tracker
- Collections Tracker
- Denial Tracker
- Patient Payment Tracker
- Statement Log
- Insurance Follow-Up Log
- Outstanding Balance Reports
- Revenue Recovery Reports
Provide reports to ownership as requested.
Patient Payments
Process patient payments including:
- Copays
- Deductibles
- Coinsurance
- Self-pay services
- Outstanding balances
- Payment plans
Ensure all payments are accurately documented and posted according to organizational procedures.
Daily Reconciliation
Assist with daily financial reconciliation by:
- Recording patient payments
- Balancing daily collections
- Verifying receipts
- Reconciling payment reports
- Preparing documentation for accounting
- Identifying discrepancies for review
Administrative Support
Provide administrative support related to revenue cycle operations including:
- Preparing reports
- Data entry
- Document management
- Billing correspondence
- Insurance documentation
- Administrative projects
- Communication with clinical staff
- Support for operational initiatives
Front Office Operations
Serve as a cross-trained member of the Administrative Services team by providing front office coverage as needed.
Responsibilities include:
- Greeting patients and visitors
- Patient check-in
- Patient check-out
- Answering multi-line phone systems
- Scheduling appointments
- Collecting patient paperwork
- Collecting copays
- Processing patient payments
- Scanning documentation
- Maintaining lobby appearance
- Providing exceptional customer service
Provide reception coverage during:
- Lunch breaks
- PTO
- Meetings
- Staff absences
- High-volume patient periods
Customer Service Expectations
Consistently demonstrate:
- Professionalism
- Compassion
- Integrity
- Courtesy
- Confidentiality
- Accuracy
- Attention to detail
- Strong communication skills
- Exceptional patient service
Maintain positive relationships with patients, insurance companies, providers, referral partners, and coworkers.
Required Knowledge & Skills
- Strong organizational skills
- Excellent customer service abilities
- Effective verbal and written communication
- Ability to multitask in a fast-paced environment
- Strong mathematical and financial accuracy
- Knowledge of HIPAA confidentiality requirements
- Microsoft Office and Google Workspace proficiency
- Ability to work independently and collaboratively
- Excellent problem-solving skills
- High attention to detail
Preferred experience with:
- Medical billing
- Revenue cycle management
- Accounts receivable
- Behavioral health billing
- Medicaid and commercial insurance
- Electronic Health Records (EHR)
- Insurance claims processing
Minimum Qualifications
- High school diploma or equivalent required
- Associate degree preferred
- Minimum two years of administrative, billing, or medical office experience preferred
- Behavioral health or healthcare experience strongly preferred
- Experience with insurance billing, patient accounts, or collections preferred
Physical Requirements
- Prolonged sitting and computer work
- Frequent telephone communication
- Ability to lift up to 25 pounds occasionally
- Frequent keyboarding and data entry
- Ability to move throughout the office as needed
Performance Expectations
Success in this position is measured by:
- Timely insurance follow-up
- Reduction in outstanding accounts receivable
- Accurate patient account management
- Timely processing of medical record requests
- Accurate payment posting and reconciliation
- Consistent collections follow-up
- Timely resolution of billing issues
- Accurate reporting and tracking
- Professional front office coverage
- Exceptional customer service
- Effective collaboration with the billing service and clinical teams
- Compliance with HIPAA and organizational policies
This position performs additional duties as assigned to support the operational needs of FamilyCare Counseling Solutions and promote efficient revenue cycle management, patient financial services, and administrative operations.
Pay: $20.00 - $24.00 per hour
Work Location: In person
