What are the responsibilities and job description for the Billing and Administrative Coordinator position at The Client Journey Counseling & Consulting PLLC?
Billing & Administrative Coordinator
Department: Operations / Finance
Reports To: Practice Director
Employment Type: Part-Time (8–15 hours/week)
Location: Remote
Client Journey Counseling & Consulting PLLC is seeking an experienced Billing & Administrative Coordinator to oversee billing operations and provide administrative support within a growing behavioral health practice.
This role serves as the primary steward of the revenue cycle, ensuring claims are submitted accurately, client accounts are managed proactively, and outstanding balances are addressed promptly. The ideal candidate is highly organized, detail-oriented, and capable of independently managing billing workflows while communicating professionally and compassionately with clients and staff.
We are seeking a self-starter who takes ownership of their responsibilities, identifies issues before they become larger problems, and proactively communicates solutions to leadership.
Required Qualifications• Minimum of 5 years of mental health billing experience
• Minimum of 5 years of experience using SimplePractice
• Experience with commercial insurance and behavioral health claims management
• Strong understanding of: deductibles, co-insurance, co-payments, out-of-pocket maximums, EOBs and ERAs, denied and rejected claims
• Experience managing client balances, payment plans, and collections
• Proficiency with: SimplePractice, Availity, Blue E, UnitedHealthcare Provider Portal, Meritain Health Provider Portal
• Knowledge of CPT codes and billing guidelines related to behavioral health services
• Strong written and verbal communication skills
• Ability to work independently with minimal supervision
Preferred Qualifications• Experience working in a multi-provider behavioral health practice
• Experience with telehealth services
• Familiarity with Medicaid and Medicare behavioral health billing
• Medical Billing or Coding Certification (CPC, CPMA, or equivalent)
• Verify insurance eligibility and benefits for new clients prior to intake
• Communicate estimated financial responsibility to clients before services begin
• Submit claims accurately and timely through SimplePractice
• Monitor and manage claims through payment, denial, or resolution
• Investigate and resolve denied, rejected, underpaid, or unpaid claims
• Review and reconcile EOBs and ERAs
• Post insurance and client payments accurately
• Monitor accounts receivable and aging reports
• Identify and address outstanding balances before they become excessive
• Establish and manage payment plans as needed
• Contact clients regarding outstanding balances, declined payments, deductibles, co-insurance, and co-payments
• Escalate unresolved billing concerns and high-risk accounts to leadership promptly
Administrative Support• Maintain accurate client records within SimplePractice
• Assist with client onboarding, insurance verification, and billing setup
• Respond to client billing inquiries via phone, email, and client portal
• Support operational reporting, including billing summaries and collections updates
• Ensure compliance with HIPAA and payer-specific billing requirements
• Collaborate with leadership to improve billing processes and operational efficiency
• Takes initiative and follows issues through resolution without prompting
• Manages responsibilities independently and efficiently
Proactive Communication• Communicates concerns early
• Keeps leadership informed of billing trends, risks, and unresolved issues
Critical Thinking• Investigates issues thoroughly before making decisions
• Identifies root causes and recommends solutions
Attention to Detail• Maintains accuracy across claims, payments, documentation, and client accounts
Client-Centered Professionalism• Communicates financial information with empathy, professionalism, and clarity
• Understands the sensitive nature of behavioral health services
Success in this role includes:
• Timely submission and follow-up of insurance claims
• Accurate insurance verification and payment posting
• Prompt resolution of denied and rejected claims
• Consistent management of client balances and payment plans
• Early identification and escalation of billing concerns
• Reduction of aging accounts receivable
• Clear documentation and regular communication with leadership
• Independent management of billing responsibilities with minimal oversight
This is a part-time, remote position. Compensation is commensurate with experience.
• Hourly Rate: $25 per hour, depending on experience and qualifications
• Hours: Approximately 8–15 hours per week
• Estimated Monthly Range: $867–$1,500 depending on hours worked and rate
Candidates with demonstrated SimplePractice expertise, portal proficiency (Availity, Blue E, UHC, Meritain), and a strong track record in behavioral health billing will be considered for the higher end of the range.
Salary : $25