We are seeking a Client Care Coordinator to join our Support Team and work collaboratively with our Lead Coordinator for 20-25 hours per week. Monday-Friday schedule, daytime hours, in the Medford office. 

The Client Care Coordinator is the first point of contact that potential clients have with our practice and supports that person throughout the scheduling process to help them get connected with the therapist they need. Personality is a major part of this position- you must be customer service oriented, compassionate, AND efficient at getting the job done! 

Candidates for this position must be very comfortable in 1-1 conversations with new people – on the phone, video, messenger, email, and helping people make personal decisions that impact their life in a big way.

Candidates should be warm and supportive but you also need to view people as capable and resourceful. That if they really want something – they will do what it takes to make it happen. You see their potential, and you honor their decisions without judgement. You aren’t easily discouraged or quick to take things personally. 

Time management – while a person in this position needs to love people, this isn’t a social job where you can spend hours talking to someone about something irrelevant. The Client Care Coordinator’s conversations must be pointed and supportive but laser focused on helping them move forward.

We are seeking an extremely organized person with great attention to detail. Must be able to follow our processes thoroughly, close communication loops, and not leave tasks left incomplete. Candidates should be able to consistently and promptly respond to all incoming inquiries and prioritize the scheduling needs of both clients and clinical staff. Candidates must have knowledge of Google platform – sheets, docs, chats – as well as have experience using online calendar management systems to schedule for multiple providers. 

The Client Care Coordinator will additionally support other administrative processes, cross-train, and work as an integral member of a team. Additional responsibilities include office managerial tasks including but not limited to office maintenance, supply orders, verification of insurance benefits for clients, billing assistance, human resources tasks, and other related projects.

Reports to: Clinical Director

Minimum Qualification Requirements:

• Bachelor’s Degree in Mental Health/Behavioral Health field preferred
• Grad & Prospective Students in the Mental Health Field encouraged to apply- great experience in building client rapport and screening!
• 3+ Years Customer Service, Scheduling, Medical Office Management Experience
• Moderate Knowledge of Mental/Behavioral Health terminology and levels of care
• Excellent social skills and organizational skills
• General Knowledge of insurance billing 
• Technical Skills: Phone.com, Acuity Calendar Management, Google Systems: Drive, Docs, Sheets, & Chat, Electronic Health Management System (Simple Practice), Zoom

Competencies:

• Problem Solving/Analysis: Strong analytical thinking and self-motivated.
• Interpersonal Skills: a team player with a positive attitude that works effectively with clients, co-workers, and supervisors.
• Organization & Time Management Skills: maintains high volume productivity level for essential functions, detail oriented and timely delivery of projects, able to prioritize tasks based on urgency, maintain to-do list, know when to ask for assistance based on workload.
• Communication Skills: Strong computer, oral, and written communication.
• Customer Service Skills: superior listening skills, professional demeanor and appropriate firmness.
• Positive conflict resolution skills: responds promptly to client needs with compassion while moving client along in scheduling process with efficiency.
• Flexibility & Growth Mindset: holds the belief that skills can be developed through hard work, effective strategies, and input from others. MUST BE Receptive to FEEDBACK, collaboration, and innovation.

Applicants should submit the following to jobs@mindfulsoulwellbeing.com or apply via Indeed Job Post:

1. Cover letter – PDF format
2. Resume – PDF Format
3. 3 References including name, email, and phone number of the reference
4. Brief Video telling us why you would be a great person to handle the phones at our practice- show us your people skills! (optional but gets bonus points if we can see your personality in action!)

Incomplete Applications NOT Accepted!

Medical Billing Assistant

We are looking for an organized, detail-oriented person with excellent communication skills to fill the role of Medical Billing Assistant. This is a part-time position with a base schedule of 15 hours per week with regular and predictable on-site attendance required. There might be occasion for additional hours to be added to the schedule. This position operates in a professional office environment.

The Billing Assistant is responsible for timely and accurate payment verification, verification of benefits, claim submission, and issuing of refunds.

The Billing Assistant will assist the Lead Billing & Payroll Specialist in reviewing and reducing AR with daily billing and collection operations.

Key Job Duties and Responsibilities:

• Timely and accurate reconciliation of cash, check, and credit card payments and claims submission.
• Generates bills to clients/payers based on established fee schedules for services rendered.
• Maintains client accounts in EHR to accurately reflect charges and payments received.

• Communicates promptly and clearly with clinical staff, clients, client representatives or parent/guardians, insurance and third party payers regarding credit/balance, delinquent accounts, or changes in insurance plan or copay amounts.

• Work independently with knowledge of payor policies, coding requirements and ability to effectively read and understand payor explanation of benefits.
• Maintain good client relations and provide customer service in line with the issues and complaints raised by clients.

Reports to: Lead Billing Specialist, Owner and Clinical Director

Minimum Qualification Requirements:

• High School Diploma or Equivalent, Associate’s or Bachelor’s Degree in Medical Billing and/or Human Resources preferred
• 3+ Years Medical Billing/Coding/Accounts Receivable Experience
• Strong Knowledge of Navigating both In & Out of Network billing and telehealth billing. Changes to client charts must be made quickly as most are coming in for weekly appointments.
• ICD-10 and CPT Codes relevant to Mental/Behavioral Health
• Technical Skills: Experience with CMS 1500 forms, Availity, Navinet, EHR (Simple Practice preferred), Google Systems including: Drive, Docs, Sheets, & Sheets

Competencies:

• Problem Solving/Analysis: Strong analytical thinking and self-motivated.
• Interpersonal Skills: a team player with a positive attitude that works effectively with clients, co-workers, and supervisors.
• Organization & Time Management Skills: maintains high volume productivity level for essential functions, detail oriented and timely delivery of projects, able to prioritize tasks based on urgency, maintain to-do list, know when to ask for assistance based on workload.
• Communication Skills: Strong computer, oral, and written communication.
• Customer Service Skills: superior listening skills, professional demeanor and appropriate firmness.
• Positive conflict resolution skills: responds promptly to client needs, able to handle difficult client interactions relative to sensitive billing issues.
• Flexibility & Growth Mindset: holds the belief that skills can be developed through hard work, effective strategies, and input from others. Receptive to collaboration, feedback, and innovation.

Applicants should submit the following to jobs@mindfulsoulwellbeing.com or apply via Indeed Job Post:

1. Cover letter – PDF format

2. Resume – PDF Format

3. Three References including name, email, and phone number of the reference

4. Brief Video telling us the ways that you are organized and efficient with medical billing. (optional but gets bonus points)

** Please complete Indeed’s Medical Billing Proficiency Assessment as Part of Resume Submission. Incomplete applications will not be considered.

Job Type: Part-time