Billing and Office Coordinator

Billing and Office Coordinator

“Every day I see the impact of my work on our programs and with our members. I’ve never seen that before coming to Vail Place.” – Finance Staff
“At Vail Place, there’s no us-and-them; administration works side-by-side with members of our programs. This is absolutely my favorite part of working at Vail Place.” – Administrative Staff
Do you want to work for a mission-driven agency that works together to create connection, opportunity, and purpose? Are you ready for the next big step in your career in nonprofit administration? The Billing and Office Coordinator will process healthcare claims for payment, managing all day-to-day functions related to the billing cycle. In addition, this position will provide general office support for the agency’s administrative team and Executive Director, including schedule coordination, records maintenance, accounts payable support, preparing reports & document packets, taking meeting minutes, and other assigned clerical tasks.

Essential Duties and Responsibilities:

The following duties are normal for this position. These duties are not to be construed as exclusive or all-inclusive.
Medical Billing – 50%
  • Conduct accurate and timely billing functions, including billing submission, reconciliation, client insurance eligibility checks, authorizations, and problem-solving regarding payment issues.
  • Prepare, review, and transmit electronic claims to health insurance payers using billing software, claims clearinghouses and payer provider portals.
  • Post, verify and reconcile payments to be accurate and compliant with contracts.
  • Follow up on unpaid claims and discrepancies in payments, including researching and appealing denied claims, responding to payer inquiries and initiating repayments as required.
  • Generate client statements, set up payment plans and collection accounts and answer client inquiries.
  • Maintain client confidentiality as per the Health Insurance Portability and Accountability Act (HIPAA).
Administrative Support – 30%
  • Manage day-to-day facility and general office needs and assist with routine operations and development functions as requested.
  • Coordinate paper and electronic records management system(s), including filing, scanning/attaching documents to client health records, and document management in SharePoint.
  • Support Board and Committee functions in collaboration with Executive Director; prepare materials for Board meetings, take meeting minutes, assist with scheduling and communication with board members.
  • Coordinate completion and distribution of information such as meeting minutes and other internal communication tools as requested.
  • Assist with planning and implementation of agency events and provide day-of onsite support for logistics such as location, transportation, catering, signage, volunteer assignments, registration, guest lists, special needs requirements and audio-visual equipment.
Accounts Payable – 20%
  • Support day-to-day operation of accounts payable area, including invoice reconciliation, payment processing, generating and distributing checks and file maintenance.
  • Communicate with staff and outside vendors for clarification of invoices, payment instructions/timing, policy requirements, etc.
  • Determine vendor, department, and account code numbers to properly record payment of each invoice. Add and update vendor information as needed.

Minimum Qualifications

  • High School Degree with minimum 3 years’ experience in administration and accounting. Experience with medical billing preferred.
  • Working knowledge of office management procedures.
  • Proficient in computers and other office equipment.
  • Proficient in Microsoft Office, with aptitude to learn other line-of-business applications.
  • Strong problem-solving and critical thinking skills.
  • Able to coordinate, plan and maintain records systems.
  • Must have and maintain a valid Minnesota Driver’s License, maintain personal automobile insurance coverage and have access to an automobile.

Salary and Benefits – $42,000 to $48,000 based on qualifications.

How to Apply

To see the full job description and apply, please visit out Hiring Portal today!

Additional Information: Vail Place is an Equal Opportunity/Affirmative Action Employer and offers competitive salaries and a full benefits package, including health, dental, life, and long-term disability insurance, a matched 401k program, as well as generous holiday and paid time off. Beginning April 1st 2019, Vail Place grounds will be tobacco free to promote health and wellness for the individuals we serve and for our employees.