Joe’s Kids is a rapidly growing non-profit pediatric therapy clinic that provides physical, occupational, speech and dyslexia tutoring therapy services. We serve children with a wide variety of ability levels and diagnoses, including sensory processing disorders, autism, hypotonia, cerebral palsy, Down syndrome, brain injury, speech delay, dysphagia, and other genetic, neurological and orthopedic conditions.
Our mission is to help each child reach their full potential and support and educate their parents along the way. We are known for the high quality of care that we provide to our community’s children and the staff have developed core values that drive everything we do:
Care - We provide compassionate, comprehensive, and child-centered support, with a focus on engaging and empowering families every step of the way.
Connection - Our goal is to foster meaningful connections between providers and children, encourage relationships among children, support family interactions, and strengthen ties between families and the community.
To Learn more about Joe’s Kids, visit www.joes-kids.org.
REPORTS TO: Office Supervisor
CLASSIFICATION: Non-Exempt
FUNCTION: Performs Accounts Receivable Operations
ESSENTIAL JOB FUNCTIONS
Clerical & Administrative Duties
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Answer incoming calls and distribute messages promptly.
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Call families for appointment reminders, missed therapies, therapist cancellations, and other notifications.
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Distribute mail and type correspondence as needed.
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Record minutes for staff meetings.
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Check in patients and collect/post patient payments; document on cash sheet.
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Accept, document, and process requests for records per authorization and privacy guidelines.
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Comply with all facility policies, HIPAA, and regulatory requirements.
Patient Intake & Documentation
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Receive and document referrals; process new referrals daily.
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Enter demographic and insurance information into EMR.
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Add new referrals and plan of care.
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Upload intake paperwork.
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Ensure parents complete online paperwork, medical history, updates, etc.
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Annually update contact information and authorization for release of information.
Scheduling & Coordination
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Manage waiting list and schedule new patients for evaluations and ongoing treatments.
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Track family requests for schedule changes.
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Annually repopulate schedule in EMR.
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Run daily Medicaid eligibility checks.
POC Tracking
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Ensure progress notes and re-evaluations are completed timely; obtain physician signatures on POC every 3 months.
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Track that documents are signed daily.
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Fax POCs for physician signature; monitor and refax as needed.
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Monitor plan of care for each patient.
Billing & Financial Responsibilities
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Establish and maintain accurate payor files; verify eligibility and benefits prior to first appointment.
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Secure authorizations as required.
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Post charges and payments to patient accounts.
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Prepare, review, and transmit claims (electronic and paper); follow up on unpaid claims, denials, and appeals within timely filing limits.
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Review remittance advice/EOBs for accuracy and finalize claims.
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Generate patient statements monthly; review accounts for accuracy and completeness.
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Refer delinquent accounts to Office Lead.
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Generate month-end billing reports.
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Establish & maintain accurate payor files on all patients
- Check eligibility and benefits verification prior to child’s first appointment
- Enter insurance detail in patient chart and ensure payor records are kept up to date
- Secure authorizations as required
Reporting & Compliance
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Report claims, receivables, and delinquent accounts monthly.
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Monitor and report changes affecting verification, pre-certifications, claims processing, and collection procedures as needed.
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Track changes in fee schedules or covered services from payors/regulators.
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Monitor authorization requirements, contractual rate changes, and denial trends.
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Comply with the Facility’s Comprehensive Compliance Plan (CCP) and all local, state, and federal regulations.
Comply with the Facility’s Comprehensive Compliance Plan (CCP)
This includes but is not limited to: Business & Clinical Operations, Environmental Health & Safety, HIPAA, Human Resources and Code of Conduct as well as all facility policies and procedures and educational requirements associated with the CCP.
Comply with all local, state and federal regulations training and instruction requirements as well as any other standards that govern healthcare services provision.
POSITION REQUIREMENTS:
- Attention to detail-mathematical and data processing
- Data processing proficiency—Billing & practice management systems and Excel
- Communication skills—written, verbal and general interactive
- Organizational skills—priority setting, file maintenance & report generation
EDUCATION:
- High school or equivalent skills & aptitude; prefer business school graduate
- Basic computer courses or equivalent preparation
EXPERIENCE:
- Insurance industry claims processing/management
PHYSICAL DEMAND CAPACITY:
Consistent with published industry PDC norms or minimally:
- Sitting-routinely for 1-2 hours uninterrupted
- Lifting-occasionally light loads (5-10 pounds)
- Bending & reaching—routinely for office duties
- Walking—routinely to access other personnel
- Viewing monitor screen/using keyboard—routinely >1 hour duration
EXPOSURE DETERMINATION:
- Has the potential for Hazardous Substance Exposure due to work duties
- Has no potential for Bloodborne Pathogen Exposure due to work duties
HIPAA STATUS:
Has been determined as eligible for access to/use of PHI & EPHI based on work duties and responsibilities in compliance with ‘minimal necessary’ standards
Joe’s Kids has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the team member’s ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by management staff as deemed appropriate. This document does not represent a contract of employment and Joe’s Kids reserves the right to change this job description and/or assign tasks as needed.
