Division:

Administration and Finance (AF)

Working Title:

Billing Specialist Direct Supervisor:

Administration and Finance Director The Billing Specialist position performs specialized administrative and financial work to support revenue cycle operations and the financial sustainability of clinical and public health services. This position manages billing for Medicare, Medicaid, private insurance, grant-funded services, and other reimbursement programs, including preventive health services, immunizations, screenings, and Community Health Worker services. Responsibilities include verifying eligibility, reviewing documentation, submitting claims, reconciling payments, managing accounts receivable, and maintaining accurate financial records. The Billing Specialist collaborates with clinical, program, and finance staff to improve billing workflows, reduce claim denials, strengthen audit readiness, increase reimbursement and collections, and convert eligible services into sustainable revenue that supports the organization's long-term financial stability. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. This position is funded through September 23, 2027, employment beyond that date is not guaranteed. Pursuant to the Americans with Disabilities Act (ADA), reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. This job description outlines the primary duties of the role; however, additional related duties may be assigned. Data Analytics and Assessment Collects, analyzes, and maintains billing, reimbursement, claims, accounts receivable (AR), and revenue cycle data to support operational and financial decision-making. Monitors billing performance indicators, including reimbursement capture, denial rates, AR aging, claim submission timelines, collections, and reimbursement trends. Maintains accurate billing records, documentation, reconciliation data, and supporting schedules for audit readiness and financial accountability. Utilizes billing, electronic health record (EHR), and financial systems to support claims processing, reporting, reconciliation, and revenue recovery. Analyzes reimbursement trends, claim patterns, and processing systems to identify revenue leakage, coding issues, workflow barriers, and opportunities for improvement. Prepares operational reports and performance metrics related to billing efficiency, reimbursement activity, accounts receivable, collections, and revenue cycle performance. Monitors ICD-10 and CPT coding trends, reporting patterns and conditions related to client services and communicates concerns or needed corrections to appropriate staff. Researches and reconciles discrepancies in claims, payments, accounts, bank statements, or appropriation balances and reports findings as appropriate. Policy Development/Program Planning Implements billing processes, procedures, and workflows supporting Medicare, Medicaid, CHIP, private insurance, grant-funded services, and other reimbursement programs. Supports development and continuous improvement of billing workflows, documentation standards, standard superbills, and revenue cycle procedures. Participates in process improvement activities designed to reduce claim denials, improve reimbursement timelines, strengthen billing efficiency, and improve net collections. Assists in development and implementation of corrective actions addressing billing deficiencies, claim denials, coding issues, and reimbursement delays. Monitors payer requirements, reimbursement regulations, coding changes, eligibility criteria, and health plan agreements affecting billing operations. Contributes to financial and operational initiatives supporting revenue optimization, compliance, program sustainability, and continuous quality improvement. Assists in coordinating and communicating with WCCHD management, clinical and program staff, customer service staff, and others to ensure procedures interfacing with claims processing functions are documented and communicated effectively. Assists with maintenance, storage, and retention of billing and financial records in accordance with applicable record retention requirements. Communication and Cultural Competency Communicates effectively in writing and orally with internal staff, providers, finance personnel, payers, patients, and external stakeholders regarding billing processes and reimbursement activities. Conveys billing requirements, documentation needs, eligibility information, coding requirements, and reimbursement procedures clearly and professionally. Prepares reports, correspondence, billing documentation, financial records, and supporting materials related to reimbursement activities. Communicates claim issues, denial trends, reconciliation findings, payment concerns, and billing risks to leadership and operational staff. Answers client, provider, payer, and staff inquiries regarding billing, claim processing, payment status, and reimbursement requirements. Maintains confidentiality and professionalism when communicating protected health information and sensitive financial information. Assists Division Directors, program staff, and auditors with billing and claims questions during fiscal and program audits. Health Equity Applies principles of equity, ethics, confidentiality, and nondiscrimination in billing and reimbursement activities. Supports equitable access to clinical services by facilitating billing processes across insured, underinsured, uninsured, and charity care populations. Recognizes barriers affecting healthcare access, reimbursement eligibility, service utilization, and patient understanding of payment processes. Ensures billing practices support culturally responsive and patient-centered service delivery. Maintains ethical standards and confidentiality requirements related to financial and patient information. Community Partnership Collaborates with clinical programs, finance staff, providers, community health personnel, Williamson County, and external payer organizations to support reimbursement activities. Coordinates with internal departments to ensure accurate documentation, eligibility verification, coding, and timely claim submission. Supports implementation of reimbursement pathways for emerging services including preventive services, screenings, immunizations, and Community Health Worker services. Maintains effective working relationships with insurance representatives, Medicaid/Medicare contacts, health plans, and other reimbursement entities. Participates in cross-functional initiatives supporting financial sustainability and service delivery. Serves as a WCCHD liaison on billing issues and coordinates related electronic payment or credit card billing activities with Williamson County, as applicable. Public Health Sciences Maintains working knowledge of public health clinical services, preventive programs, immunizations, screenings, and reimbursement requirements affecting public health operations. Understands public health funding mechanisms and reimbursement pathways supporting clinical and preventive services. Applies regulatory guidance, payer requirements, ICD-10/CPT coding standards, and documentation requirements to billing activities. Supports sustainable funding strategies through improved reimbursement capture and revenue cycle performance. Maintains awareness of public health service changes affecting reimbursement opportunities and recognizes the relationship between public health services, access, and financial sustainability. Management and Finance Manages billing workflows supporting reimbursement capture, claims processing, accounts receivable management, and revenue cycle operations. Prepares and submits clean claims to Medicaid, Medicare, CHIP, private insurance, and other eligible payers electronically or by paper as required. Processes financial and billing claims for multiple programs accurately and in a timely manner and tracks claims through final disposition. Follows appropriate appeal and resubmission processes for denied or rejected claims within required timeframes. Maintains spreadsheets and supporting records for expenditures, billings, claims, reimbursements, and accounts receivable. Assists in preparing financial statements, vouchers, billing reports, and required financial or operational reports. Books claim revenue using WCCHD financial systems and maintains accurate fiscal documentation and reconciliation records. Works closely with program staff to resolve billing problems, improve documentation, and develop or maintain standardized superbills and billing tools. Monitors claim status, denial rates, AR aging, collections, reimbursement trends, and payment activity to improve financial outcomes. Maintains systems and controls necessary to provide accurate accounts of expenditures, revenues, and budget balances for agency programs. Processes and supports electronic payment systems, including credit card billing, and coordinates related activities with Williamson County as applicable. Applies critical thinking to identify billing inefficiencies, revenue leakage risks, and opportunities for process improvement. Leads all tasks related to enrollments/re-enrollments in Medicaid/Medicare/MCOs and private insurance. Supports measurable Revenue Cycle Management performance goals including billing capture, AR reduction, denial management, timely filing, and net collections improvement. Leadership and Systems Thinking Supports organizational financial sustainability through revenue recovery and reimbursement optimization activities. Identifies system and process barriers affecting reimbursement capture, billing efficiency, financial performance, and staff workflows. Recommends workflow, system, and procedural improvements that strengthen revenue cycle management and reduce operational inefficiencies. Adapts billing processes to support emerging programs, services, reimbursement models, and funding opportunities. Contributes to organizational efforts improving fiscal accountability, transparency, audit readiness, and program sustainability. Participates in measuring, reporting, and continuous improvement of organizational and revenue cycle performance. Ensures appropriate health plan agreements and processes are in place for billing purposes. Participates in quality improvement activities and professional development opportunities. Serves as district lead or support for Medicaid Administrative Claim processes, including staff training, when assigned. Other Prepares administrative reports and completes assigned special projects. Provides technical support and billing-related training or assistance to program staff. May participate on a WCCHD committee or task force. In the event of a public health emergency, employees may be called upon to support WCCHD response in ways that are outside the usual scope of their job responsibilities. This may involve working hours outside the employee's usual work hours. Employees will not be required to perform duties outside of their competence or professional licensure. High school diploma or equivalent required. Bachelor's degree desired, preferably in business administration, accounting, finance, healthcare administration, public health, or a closely related field. At least one year of experience in medical insurance billing, including Medicaid, Medicare, CHIP, and private insurance, as well as data entry and claims follow-up, is required. At least one year of experience using electronic health record (EHR), billing, and financial systems is required. Experience with governmental fiscal and administrative functions at a local, regional, or state health department is preferred. Experience with revenue cycle management, accounts receivable, denial management, eligibility verification, payer portals, and reconciliation activities is preferred. Proficiency in Microsoft Excel, including pivot tables, formulas and functions, data manipulation, reconciliation, and other advanced features, is preferred. Demonstrated ability to assess, interpret, organize, and translate data into meaningful, actionable information is highly desirable. Bilingual preferred but not required. CPR certification or willingness to obtain certification. Valid Texas driver's license and access to reliable transportation to all assigned work locations required. Possesses required knowledge, skills, abilities, and experience and can explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed without posing a direct threat to health or safety of themselves or others. Knowledge of public health essential services, public health clinical programs, and reimbursement pathways supporting preventive and clinical services. Knowledge of office practices, administrative procedures, records management, and confidentiality requirements. Knowledge of medical billing and collection practices, payer requirements, claim submission, denial management, accounts receivable, and reimbursement processes. Knowledge of ICD-10 and CPT medical billing codes and documentation requirements. Knowledge of Medicare, Medicaid, CHIP, private insurance, and other third-party payer requirements. Knowledge of generally accepted accounting principles and procedures affecting accounting records and automated accounting systems. Knowledge of fiscal programs, governmental accounting, budget control methods, policies and procedures, and laws and regulations pertaining to financial operations. Skill in creating and working with complex worksheets, reports, reconciliations, and revenue cycle performance metrics. Skill in utilizing electronic health record, billing, payer portal, and fund accounting systems, including eClinicalWorks and Sage Software MIP or successor systems, as applicable. Skill in submitting claims, researching claim status, resolving denials, posting or reconciling payments, and tracking claims to final disposition. Skill in using a computer, including Microsoft Office applications and other business systems. Ability to work collaboratively and establish and maintain effective working relationships with clinical, programmatic, finance, payer, and external partners. Ability to provide technical assistance, training, and administrative support to program staff. Ability to communicate effectively through written and verbal communication. Ability to interpret and apply payer requirements, accounting principles, policies, laws, regulations, and operational guidance. Ability to work accurately with numerical detail and analyze, consolidate, reconcile, and interpret billing and accounting data. Ability to identify operational inefficiencies and recommend improvements supporting financial sustainability and compliance.

Environmental Factors:

Works mostly in a well-lighted, air-conditioned office. May work in various WCCHD offices around the county and in a variety of community locations. Occasional work activities may be outdoors and, therefore, employee will be exposed to heat and cold. May have extensive contact with the public. May have contact with persons who may be infected with contagious diseases. Certain immunizations and/or TB skin test may be required. Tobacco/vapor-free workplace.

Direct Supervisor of:

0

FLSA Classification:

Non-Exempt Location and Hours :

355 Texas Avenue, Round Rock, TX 78664; general hours 8:00 a.m. - 5:00 p.m., Monday-Friday. Position eligible for flexible schedule and/or telecommuting in accordance with WCCHD policy. While eligible for remote work after the 6-week probationary period, the employee may be required to be onsite on planned remote days for required in-person meetings, onsite trainings, emergency response efforts, or other business needs. This position may be subject to travel. Work may require occasional early morning, evening, weekend, and/or holiday hours. Extended hours may be required in the event of a public health emergency.

Job Performance Evaluation:

The employee will be evaluated at least annually, but more often if warranted.