Billing, Insurance, and Administrative Specialist; Hybrid; Berkeley, CA and Online

Billing, Insurance, and Administrative Specialist(Full time; Hybrid online / In office)

About Us

We are an organization that serves adults, adolescents, and their families who struggle with mental health challenges including but not limited to trauma, anxiety, depression, ADHD, and substance use disorder (SUD). We offer telehealth, in-person, and hybrid services. We are team-oriented and value a positive, supportive, and creative workplace environment to complement the meaningful and challenging work we do. If you are an administrative professional looking to support the growth of a mental health practice, Family Spring is the place for you!

About You

We are seeking a proactive, adaptable, organized, and detail-oriented Billing, Insurance, and Administrative Specialist to report to our Clinical Operations Manager. This position will also support the Chief Operating Officer (COO) and Chief Executive Office (CEO) in ongoing tasks and projects. You are passionate about mental health, adept at balancing organization, task prioritization, capable of working within a multitude of spreadsheets, and interested in assisting the core operational and administrative tasks that it takes to operate an insurance-based mental health space.

Your experience, skills, and approach will enable you to drive efficiencies and act as an assistant administrator, allowing our clinicians to focus on their work: fostering healing and growth in our clients. You are someone looking to be a core member of the Family Spring operational team.

The following should describe you and your experience:

• Detail-oriented.
• Highly organized.
• Able to take initiative and follow specific directions.
• Well versed and passionate about spreadsheets and data.
• Comfortable communicating and interfacing with a wide variety of individuals involved in the healthcare system (clinicians, clients, insurance/payers, etc.)

Duties and Responsibilities

Your responsibilities will be the primary administrative functions that support the core operations of the company and include, but are not limited to:

• Complete office tasks such as collecting authorizations by mail; scanning, uploading, and shredding.
• Perform administrative electronic tasks such as monthly insurance eligibility sweeps, reconciling charts / payments in our electronic health record, and auditing clinicians’ charts.
• Verify insurance benefits, coverage, and patient eligibility for psychotherapy services.
• Monitor accounts receivables and follow up on unpaid, denied, or rejected claims with insurance companies; research and resolve billing issues.
• Reconcile explanation of benefits and process patient and insurance payments.
• Communicate with therapists regarding their clients’ regarding outstanding balances, payment plans, and billing questions.
• Reduce outstanding claims through proactive outreach to insurance companies and patients, ensure billing practices comply with HIPAA, and maintain accurate documentation of all billing and administrative activities.
• Collaborate with clinical staff to ensure proper coding and claim accuracy.
• Assist clients with billing inquiries, payment options, and insurance-related questions.
• Work with therapists and administrative staff to streamline billing operations.
• Educate clients on their financial responsibilities and insurance benefits.
• Analyze claim trends, rejections, and payment issues to improve billing efficiency.
• Generate financial and billing reports to track revenue, outstanding claims, and cash flow.
• Identify opportunities to enhance the billing workflow and implement best practices.
• Participate in meetings with the operations team.
• Assist in the implementation of short- and long-term work plans and objectives for insurance/billing functions.
• Help with the documentation of preboarding, onboarding, and offboarding clinicians.
• Collect relevant data (i.e., gather info for reports for contracts, money lost in retro-termed authorizations, money recouped from payors due to over payments/denied claims,, etc.)
• Interface with and notify clinicians when claims are denied due to clinician error
• Attend and participate in clinical and administrative meetings, as determined.
• Ensure that our clinic remains a respectful, collaborative space for all co-workers.
• Work a 40-hour work week M-F; at least one day in the Berkeley, CA office.

Minimum Qualifications

As an individual, the following must describe you:

• At least one year of experience in medical or mental health billing (insurance-based preferred).
• Familiarity with insurance claims processing, CPT codes, and mental health billing codes (e.g., 90837, 90834, 90791).
• Experience working with EHR/Practice Management software (e.g., Simple Practice, Therapy Notes, or similar).
• Strong understanding of insurance verification, claim submission, and denial management.
• Excellent problem-solving skills and ability to work independently.
• Strong communication and customer service skills.
• Attention to detail, accuracy, and organizational skills.
• Knowledge of HIPAA compliance and…