Austin, TX

Medical Billing Specialist

Billing Coordinator

Description: This is a full-time position with benefits. This position includes some administrative and receptionist duties in addition to billing responsibilities. The Billing Coordinator is a client-facing job that deals with accounts payable to Sage by overseeing all client billing. They need to ensure that the clients are being charged appropriately and track and collect all payments consistently and correctly. Physical work location will be in Westlake.

Duties & Responsibilities Include:

  • Greets clients either in person, or by the phone; answering inquiries and scheduling appointments.
  • Keeps client appointments on schedule by notifying provider of their arrival and reminding providers of service delays.
  • Assists Client Services Manager by speaking with patients regarding their account and explaining insurance payments, applied patient payments, cancellation fees, while providing excellent customer service.
  • Maintains safe and clean workspace by complying with procedures, rules, and regulations.
  • Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
  • Makes follow up phone calls to graduated and discharged clients to collect any balances owed.
  • Requests and sends medical records to outside providers.
  • Calculates co-payments accurately ensuring that clients’/insurance portions are collected.
  • Apply payments appropriately to patient accounts.
  • Ensuring that all services rendered are reflected in clients’ account.
  • Complete monthly billing reports per contracts with outside agencies by deadline.
  • Effectively collaborate with Bookkeeper, external billing company, and other Sage Team members to safeguard Sage’s revenue.
  • Explain and review patient accounts with patient and/or financial guarantor
  • Prepare and set up payment plans as needed
  • Meet with client to go over estimate, services, and admit them for programing after assessment is completed as needed for back up for Client Services Manager.
  • Resolve routine client billing inquiries and problems in a timely manner while providing exceptional customer service.
  • Apply adjustments to charges as needed/approved by appropriate management.
  • Track all accounts receivable and pursue all outstanding balances.
  • Track client attendance to ensure they are being billing appropriately.
  • Prepare and mail statements to clients and outside contractors
  • Provide necessary information to collection agency for balances unpaid as needed.
  • Compose Estimates for clients based on information obtained by the VOB provided by billing company.
  • Enter in EMR system cost of services for client based on insurance or self-pay.
  • Communicate effectively to patient/financial responsible party insurance benefits and coverage information over the phone and/or in person.
  • Communicate with and audit billing company through software to ensure claims are being submitted and payments are received in a timely manner.
  • Review delinquent accounts and call patient or the financial responsible party for collection purposes following up as needed until balance paid.
  • Maintain strict confidentiality.
  • Sort and file paperwork.
  • Ensure healthcare facilities are reimbursed for all procedures.
  • Handle information about patient treatment, diagnosis, and related procedures to ensure proper coding.
  • Use computers to read and organize charts as needed per billing company request.
  • Investigate rejected claim to see why denial was issued and communicate to the Lead Therapist or Clinical Director if it was related to a clinical issue.
  • Investigate insurance fraud and report if found.
  • Provide back up or additional Front Desk coverage as needed.
  • Other duties as assigned by leadership.

Special Skills:

  • Excellent verbal and written communication skills.
  • Strong focus and attention to detail
  • Ability to multi-task
  • Strong organizational and anticipation skills
  • Strong interpersonal and relationship building skills
  • Strong computer skills and the ability to learn new programs as required
  • Must be able to work independently, and be able to follow through on problems

Qualifications & Education:

  • High School Degree or equivalent
  • Proficient in Microsoft Excel and other Microsoft suite programs
  • Experience working with medical record systems (Zencharts experience a plus)
  • Experience as a billing coordinator or similar position
  • Customer service experience
  • Knowledgeable about general insurance concepts and terminologies
  • Must complete necessary training withing the first 90 days of employment

Hours & Benefits:

This is a full-time position. Benefits include: Medical, dental and vision insurance coverage. Ample paid time off + sick days. Short term disability. Great team and work atmosphere. Some flexibility in hours.


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