Admin Lead Support - Billing

1. Referrals Lead Admin Support Specific Duties

   1. Lead Admin Support staff provide an assistant to the Admin Lead role for the department, carrying the responsibility of ensuring the department tasks are being completed.  This role is supervised by the Department Admin Lead.  Lead Admin Support staff, though they do not provide supervision to Admin Support position(s), are accessible for assisting Admin Supports in learning their role (if applicable and directed by Admin Lead) and collaborates with Admin Supports in providing ongoing support to the Department.

   2. This role focuses on Billing out completed appointments to contracted insurances, ensuring compliance, payable claims and navigating billing barriers related to insurance claims.

   3. Lead Admin Support ensure the completion of the daily completing billing tasks that include, but are not limited to:

      1. Contribute to a 4 business day turn around time on billing for completed/billable sessions).  

      2. Review ICD 10 codes to ensure we are using the most updated ones so as to decrease the likelihood of denials and support the billing department in maintaining/updating the allowables report to our team of counselors

      3. Confirm Insurances are correctly attached/connected to clients within our EHR system (Reliatrax).  Our Front Desk Department sets these up for client profiles during their intake process. Billing would identify corrections they find or are alerted to and partner with Front Desk around correcting them. 

      4. Verify correctly entered session rates and attached insurances prior to billing. 

      5. Review Explanation of Benefits (EOB’s) for change in reimbursement

      6. Follow up with denied claims, appeals, delayed claims.  This includes managing client balances and following up on unpaid balances. RLC Front Desk supports billing with sending out client balances and supporting in following up on unpaid balances.  

      7. Payment processing from Insurance payers

      8. Complete Electronic and paper billing primary and secondary claims.  We seek for Secondary Claims to be billed out weekly.  

      9. Follow up on all submitted claims that are 90 days over due

      10. Accounts receivable follow-up (claims aging) in collaboration with our Bookkeeping Department.  This includes aligning EOB dates to actual deposit dates within our business accounts so they are in harmony with one another. 

      11. Post denials to patient accounts and communicate with clients and clinicians around those denials

      12. Apply payments - all adjustments needed.  We seek to apply payments within 7 days of receiving them.  

      13. Follow up with outstanding accounts - identifying and then alerting the Front Desk Department of billing barriers.  Front Desk provides follow up support with clients who have outstanding balances and facilitates the collection process (if applicable).  The Billing department collaborates with Front Desk in their facilitation of the collections process.

      14. Process client refunds (can be done in collaboration with our Front Desk Department)

      15. Work with our accounting team/Bookkeeping Admin Lead on a weekly basis for pay period reports (Income Reports).  Bookkeeping will have access to these reports so this is collaborating with Bookkeeping on any incongruencies.  

      16. Work with Credentialing Admin Lead on any billing barriers identified that are credentialing related. 

      17. Followup on claim denials within 7 business days.   Coordinate with the RLC/RLCBH clients or providers, as needed, to resolve denials.    

      18. Follow RLC Billing Standards of Operations (SOP’s)

      19. Provide New Provider training (as delegated or needed) to new providers.  RLC integrates each department into the Onboarding process with new clinicians.  Department Supervisors manage the training content. 

          1. New Provider Onboarding training includes - Partnering with HR, providing a tutorial to each new provider around the billing process and how it impacts the provider, along with acclimating them to the Billing Department

      20. Support the maintaining the Allowable Rates Document for each insurance.

      21. Departments provide weekly department reports for the purpose of connection and communication with all staff.  Weekly department reports are also a platform for “gentle” coaching on interacting with the department.  This is typically done by the Department Supervisor but may at times be completed by another department admin. 

      22. Participate in the weekly Supervision Meetings with the Billing Department Supervisor.   

      23. Harmonize and uphold the RLC Vision, Culture and Values - both within RLC in general, but even more so within the Administrative Department of RLC

          1. This includes interaction with the Clinical Team, Admin Team and engagement with clients.  

          2. RLC works from a strengths based/team based approach in coordinating the provision of services and in how we engage with one another.  

          3. Communicate with our clinicians and clients from a strengths based approach that harmonizes with RLC culture and values

          4. RLC values solution focused approaches so when there are barriers within the team, our approach is as such to identify a solution that contributes to a healthy work environment.

      24. Administrative staff will occasionally interact with community partners and resources as part of either supporting clients or other entities around engaging our clients with resources.  Our clinicians do a large part of this but you may also be called upon to support (this role is not clinical, so you’d just support from an administrative role).  

      25. For positions supporting both RLC and RLCBH, know or learn the service expectations of RLCBH’s Behavioral Health Agency License, including service and documentation standards relating or interacting with the Admin Lead’s Administrative Department (we provide training on this and though you won’t be facilitating the clinical aspect of this, your support administratively will require you knowing these standards).

      26. Know the rules and laws around handling and having access to Personal Health Information and be a standard bearer in ensuring client confidentiality.  Know how to preserve/protect client PHI.

      27. Respond to emails within 24 business hours

      28. Be a positive representation of RLC and assist in safeguarding its business interests. 

      29. Additional Administrative Duties as needed (but maintained within your normal work hours).

2. Benefits

   1. Base Compensation - This position’s rate of pay is $23/hr

      1. After completing the initial probationary period of 90 days and the successful passing of the initial probationary period Performance Assessment, this position moves up to $24/hr.

      2. Raises are assessed openly & annually and are performance based, dependent upon meeting communicated job expectations and goals and are weighed in conjunction with clinic revenues & profit.

   2. Medical Benefits

      1. 100% Employee premium coverage on Medical/Dental/Vision Base Plan; Options to buy up to higher tier plans), or Medical Stipend if you prefer to opt out of our plan.

      2. RLC provides 100% paid for LIfe & AD&D Insurance, with an option for additional coverage at employee expense.

   3. 401K

      1. RLCBH has a 401K plan that you can contribute to and has a matching program of up to 3% of your annual income starting on day 91 of your employment (after the initial probationary period).  401K’s become fully vested after 5 years of employment.

   4. Holidays - 15 Paid Holidays & 1 Floating Holiday.

      1. Paid Holidays can be traded for an alternative day off, if preferred, within that holiday’s quarter (based on coverage & office availability as well).

      2. Floating Holidays can be taken anytime of the year and do not accrue or carry over.

   5. Sick Time - Earn 1 hr Sick Time per 40 hours worked

      1. Accrual begins on first day of employment, but use of sick time is only available after the 90-day probationary period

   6. Vacation Time - Vacation Time accrues at different rates depending on tenure with RLC, and updates upon employment anniversary date:

      1. 1st year of employment accrual rate: 1.5 hrs accrued per 40 hrs worked

      2. 2nd year of employment accrual rate: 2 hrs accrued per 40 hrs worked

      3. 3rd year of employment accrual rate: 2.5 hrs accrued per 40 hours worked

      4. Accrual begins on first day of employment, but use of vacation time is only available after the 90-day probationary period

   7. Opportunities for career advancement and development - RLC takes a valued approach to every position to support individuals in gaining future employment skills, in-office position development and additional positions within the company based upon displayed growth and competencies. Our company has a vision of equipping its staff with skills and knowledge they can utilize within our own company or take with them to enhance their career trajectory with future employers. This includes, but is not limited to, access to Professional Development through the Relias Training Platform

3. Schedule

   1. RLC’s general office hours are 9am-5pm, Monday - Friday

   2. This Lead Admin Support position is considered a Full-Time (40 hours/week), on-site position:

      1. Monday - Friday (Scheduled Holidays off)

      2. 8.5 hours per day, including a 30 minute unpaid lunch break (lunch break can be extended to 60 minutes with supervisor approval for any off site appointments as needed).

      3. Schedule options: 7:30am - 4pm, 8am - 4:30pm, 8:30am - 5pm, 9am-5:30pm, 9:30am - 6pm or 10am-6:30pm with approval from their supervisor.

         1. Variations can be requested and collaborated upon with the supervisor.

         2. Schedules during training will need to align with the Admin Lead's (which falls into one of the mentioned time frames).

4. Work Conditions

   1. Your work will primarily be out of our admin office area Suite location.

   2. Our team of Independent Contracted Clinicians provide services both in office and via telehealth.

   3. This job may require frequent sitting & standing interchanges, as well as long periods of sitting and computer screen time.

Salary : $23 - $24