Office Administrator/Clinical Coordinator Integrated Family Therapy of Illinois 204 North Main Street, Morton, IL 61550 $23.97 - $28.86 an hour - Part-time $23.97 - $28.86 an hour - Part-time Job Summary Integrated Family Therapy of Illinois (IFTIL) is seeking a Clinic Coordinator to join our growing team. This role is vital to ensuring that clients, clinicians, and insurance partners experience smooth, responsive support across front desk operations, scheduling, billing, insurance claims, and collections.

The Clinic Coordinator serves as a central point of contact for the practice, welcoming clients, managing appointments and administrative workflows, and ensuring that insurance claims are submitted, tracked, corrected, and resolved accurately and promptly. The position also supports payment collection, account management, and communication regarding balances and payment plans.

We are looking for someone who is detail-oriented, proactive, organized, and client-focused, ideally with experience in front desk operations, medical or behavioral health billing, insurance claims, and administrative support. Responsibilities Front Desk & Client Coordination Serve as the primary front desk contact for clients, visitors, and clinicians. Answer incoming calls, respond to routine inquiries, and route messages appropriately. Schedule, confirm, reschedule, and cancel appointments in the EHR/practice management system (Simple Practice). Coordinate intake paperwork, insurance information collection, and client record updates. Maintain an organized reception area and support daily office operations. Provide clear, professional, and empathetic communication regarding appointments, billing, and insurance questions. Insurance Submit client appointments/claims to insurance providers in a timely manner. Review, correct, and resubmit rejected or errored claims as needed. Monitor pending and past claims, following up to ensure processing and payment. Research and resolve denied claims and payment discrepancies. Verify insurance coverage, benefits, and eligibility; contact payers regarding claim status, authorizations, denials, and related questions. Maintain accurate, up-to-date insurance records for clients. Billing & Accounts Receivable Maintain autopay accounts and reach out to clients when payments are not going through. When balances accrue, generate and send 30-, 60-, and 90-day past-due statements. Monitor client account balances to ensure they do not exceed the cost of six unpaid appointments. Establish, document, and track payment plans with clients as appropriate. Communicate with clinicians when a client's balance reaches six or more unpaid appointments and postpone services if appropriate. Manage accounts receivable and collections workflows, including referral of delinquent accounts to medical collections after all required notices have been issued. Record, apply, and reconcile client payments accurately in the billing system. Administrative Support Maintain confidentiality in compliance with HIPAA and practice policies. Collaborate with clinicians and administrative staff to support efficient office operations. Generate billing, claims, aging, and collections reports for management as requested. Identify and recommend process improvements to enhance efficiency, accuracy, and client experience. Support additional administrative, billing, insurance, and office coordination tasks as needed.

Qualifications Education:

High school diploma or equivalent required; associate's or bachelor's degree in business, healthcare administration, or related field preferred

Experience:

Previous experience in medical or behavioral health billing required (1-2 years minimum preferred) Knowledge of insurance claims processes, CPT/ICD-10 codes, and EOBs (Explanation of Benefits) Familiarity with behavioral health insurance requirements strongly preferred

Skills:

Strong organizational and time-management skills Excellent communication skills (written and verbal) Ability to handle sensitive information with professionalism and confidentiality Proficiency with billing software, EHR systems, and Microsoft Office Suite Problem-solving skills with the ability to work independently and as part of a team Requirements Proven experience in office management or administrative roles with strong clerical skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, spreadsheets, and productivity software. Excellent computer literacy with the ability to learn new technical tools quickly. Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment. Exceptional phone etiquette skills with experience managing multi-line phone systems and providing customer service. Bilingual abilities are highly desirable to facilitate communication with diverse clients and team members. Previous experience as a receptionist or personal assistant is preferred; familiarity with medical or dental reception is a plus. Demonstrated time management skills with the ability to handle multiple responsibilities efficiently. Attention to detail for proofreading documents and maintaining accurate records. Join us as an Office Administrator where your enthusiasm for organization combined with your technical expertise will help create a vibrant and efficient workplace! We value proactive individuals who thrive on supporting teams through excellent communication, meticulous organization, and dedicated customer service—all while contributing to our collective success!

Pay:

$23.97 - $28.86 per hour

Benefits:

Paid time off

Work Location:

In person