Clinic Biller and Counselor

The Clinic Biller and Operations Administrative Assistant plays a vital role in ensuring smooth, compliant, and client-centered operations within Antieau & Co. This position serves as the clinic’s biller providing clear, organized billing. This position serves as the primary point of contact for clients, supports clinicians through strong administrative systems, and helps maintain compliance with ethical, legal, and organizational standards. This role is split between clinical and administrative roles with 15-20 hours per week expected to complete billing and administrative tasks.

The Clinic Biller and Operations Administrative Assistant plays a vital role in ensuring smooth, compliant, and client-centered operations within Antieau & Co. This position serves as the clinic’s biller providing clear, organized billing. This position serves as the primary point of contact for clients, supports clinicians through strong administrative systems, and helps maintain compliance with ethical, legal, and organizational standards. This role is split between clinical and administrative roles with 15-20 hours per week expected to complete billing and administrative tasks.

• Serve as the first point of contact for new client inquiries via email, phone, and text.
• Manage the client intake process, including collecting demographic information, insurance details, consent forms, and required documentation.
• Schedule initial appointments and ensure all intake materials and client charts are complete prior to the first session.
• Respond to client questions related to scheduling, clinic policies, paperwork, and portal access using a trauma-informed and client-centered approach.
• Manage waitlists, cancellations, and rescheduling to support efficient clinician schedules.

• Conduct regular chart audits to ensure accuracy, completeness, and compliance with regulatory and ethical standards.
• Identify missing, incomplete, or inconsistent documentation and follow up with clinicians or staff as needed.
• Maintain clinic-wide administrative processes that support HIPAA compliance, ethical standards, and best practices.
• Reduce organizational risk by monitoring documentation practices and adherence to clinic policies.
• Design and deliver administrative and compliance-related training for clinical staff, including documentation standards and updated procedures.
• Support quality improvement initiatives by identifying workflow gaps and proposing operational enhancements.

• Verify insurance eligibility and coverage prior to initial client visits.
• Clearly communicate insurance benefits and coverage details to clients and providers via the client portal.
• Manage insurance claims and process payments.
• Organizational skills are necessary to prevent errors, delays, or denials.

• Monitor clinic email inboxes and ensure timely, professional responses to internal and external communications.
• Maintain accurate client records and administrative documentation within the EHR system - Simple Practice.
• Support clinician onboarding and ongoing administrative needs.
• Coordinate with external vendors, including marketing partners, as needed.
• Assist with scheduling coordination, staff calendars, and day-to-day clinic operations to ensure smooth workflow.

• Complete all clinical documentation within the required timeframe.
• Provide one-on-one and couples therapy.
• Develop and implement individualized treatment plans.
• Attend regular clinical supervision (if an intern or limited licensed provider).
• Ensure compliance with legal and ethical standards in the practice.
• Manage a caseload and schedule of client appointments.

• Maintain strict confidentiality and professional boundaries at all times.
• Adhere to HIPAA regulations and clinic policies regarding protected health information.
• Escalate administrative or compliance concerns to leadership promptly and appropriately.

• Experience in a healthcare or mental health setting…