Billing Specialist

Reports to: Executive Director

Work Location: Hybrid, John's Landing in Portland, Oregon

Hours: 40 hours/week

Position Overview:

The Collections/Billing Specialist plays a central role in ensuring accurate and timely billing for Family Ties Counseling Center, which supports excellence in operations, clear and supportive client interactions, and financial sustainability. This position requires strong attention to detail, problem-solving skills, and the ability to work collaboratively with a team to deliver billing, administrative, and operational services. The person in this position demonstrates initiative in performing responsibilities and contributes to an environment of inclusivity and respect.

The full salary range for this position is $50,000 to $76,000. New employees will usually receive a starting salary within the first half of the salary range, which is $50,000 to $63,000. Family Ties Counseling Center reviews the final candidate’s full record of experience, education, certifications, and skills to determine placement in the range, while ensuring internal pay equity is maintained.

Company Overview:

Family Ties Counseling Center is a mid-size group practice that offers outpatient therapy services committed to providing compassionate, affirming care to our clients and community. Our staff includes 45 clinicians and 5 administrative team members. Our administrative office is located in a house in the John’s Landing neighborhood of Portland. Visit our website at www.familytiescounselingcenter.com for more information.

Position Competencies:

• Accuracy: Ability to not only do the expected tasks but do them with consistency and accurately.
• Collaboration: Ability to interact with team members in productive and successful ways.
• Problem solving: Ability to creatively solve complex problems.
• Initiative: Ability to use the authority of this role to take ownership and responsibility.
• Teaching: Ability to make complex billing situations more simple to educate staff and clients.

Qualification requirements

• 3-5 years experience working in insurance billing and collections
• 1-2 years experience working collaboratively as part of a team
• High-school diploma

Additional Success Attributes

• Familiarity with behavioral health billing and billing systems
• Ability to offer client-centered support and communication
• Ability to maintain confidentiality and handle sensitive information
• Desire to work closely with colleagues on the Administrative Team

Key Responsibilities

Team

• Works closely with the Financial Coordinator & Scheduling team.
• Attends bi-weekly 1:1 check-in with the Executive Director, weekly Admin Team meetings, and bi-weekly Second Ring meetings.
• Cross-trains and fills in for other Admin Team member's positions as needed.
• Builds strong, trusting relationships with the clinical staff.
• Trains new and current staff on billing processes.

Insurance Verification

• Completes insurance verifications that are timely and accurate for in network clients.
• Enters client insurance benefit information into Therabill from Cognito forms.
• Adds copay and other relevant information to the Post-it note and Therabill copay box.

Internal Customer Service

• Responds efficiently and professionally to staff therapists’ questions about billing and client charges.
• Uses discernment when choosing the appropriate communication method (i.e. Spruce, email, phone, face-to-face).
• Uses straightforward, responsive, and respectful communication with members of the Admin Team, Clinical Directors/Supervisors, and staff therapists.

Collections

• Responsible for ensuring all revenue is received in a timely manner as determined by the Executive Director.
• Meticulously reviews and recovers revenue, achieved by careful revenue cycle management.
• Understands the reasons for fluctuations in revenue and ways to recover quickly if needed.
• Researches and implements effective collection techniques.

Client Billing/Collections

• Tracks and manages client A/R queue for client billing issues.
• Tracks credit card errors and manages the process for getting updated cards in accordance with FTCC timeline.
• Follows-up with clients on overdue accounts (sending statements and emails) and collaboratively develops effective payment plans as needed.
• Sets up and tracks client payment plans.
• Collaborates with therapists to effectively collect client payment, as needed.
• Responds to client account queries in a timely and professional manner.
• Supports clients with billing issues, concerns, and complaints.
• Processes credit card refunds, as needed.

Insurance Billing/Collections

• Sends insurance claims out daily and checks with therapists regarding errors (cancellations, Dx codes, etc).
• Applies all insurance claim payments within 24 hours of receipt either by ERA or paper EOBs.
• Prepares check payments for Executive Director to deposit.
• Interfaces with Health Insurance Companies, as needed.
• Tracks and manages aging report for outstanding insurance claims.
• Tracks and investigates insurance claim denials and rejections.
• Generates, reviews, and submits detailed insurance appeals, as needed.

Operations

• Documents and regularly updates billing processes on FTCC Internal site.
• Makes observations and recommendations for workflow and other improvements to improve operational efficiency.
• Contributes to making our facility tidy and efficient.

Culture Building

• Is welcome and open to collaboration and actively engages in the FTCC community.
• Uses correct pronouns and preferred names of both clients and staff.
• Participates in giving and receiving feedback both informally and formally through Health of Practice reviews.
• Advocates for equity, diversity and inclusion at FTCC.
• Models vulnerability and curiosity with actions and behaviors that are inclusive and welcoming of others.
• ​​Actively creates a culture of inclusivity and belonging.

Work environment

The person in this position will work in a standard onsite outpatient behavioral health office setting that requires the ability to remain stationary (standing and/or sitting) for extended periods and communicate via phone, email, and in person. Ongoing computer use is expected with frequent phone calls and other client and internal interactions and interruptions. Occasional lifting of up to 10 pounds may be requested (e.g., paper, boxes, chairs, other office supplies).

This position is located in Portland, Oregon with flexibility to work from home up to two days per week following the training period.

Job Type: Full-time

Pay: $50,000.00 - $76,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid sick time
• Paid time off

Application Question(s):

• I am willing to work in-office at least three days per week.

Work Location: Hybrid remote in Portland, OR 97239

Salary : $50,000 - $76,000