Outpatient Billing & Administrative Specialist

Job Title:

Outpatient Behavioral Health Billing & Administrative Specialist Position Summary The Outpatient Behavioral Health Billing & Administrative Specialist manages billing and revenue cycle operations for substance use disorder (SUD) and mental health outpatient services. This role supports clinic administration and serves as backup for human resources and payroll functions. The position requires knowledge of behavioral health documentation, payer requirements (including Medicaid), and confidentiality standards, along with strong organizational and multitasking skills. Key Responsibilities Behavioral Health Billing & Revenue Cycle Submit and manage claims for outpatient SUD and mental health services, including individual, group, IOP, and other program services Ensure accurate use of CPT, HCPCS, and ICD-10 codes specific to behavioral health and SUD treatment Verify insurance eligibility, benefits, prior authorizations, and service limits (with strong emphasis on Medicaid and managed care plans) Monitor accounts receivable and aggressively follow up on denied, rejected, or unpaid claims Post payments, adjustments, and reconcile billing discrepancies Ensure compliance with payer requirements, state regulations, and documentation standards Collaborate with clinical staff to ensure documentation supports medical necessity and billing compliance Generate financial and billing reports; assist with audits and regulatory reviews Administrative & Clinic Operations Support Maintain accurate client records in EHR systems, ensuring alignment with confidentiality requirements (including 42 CFR Part 2 and HIPAA) Support client intake, scheduling, and coordination of outpatient services Assist with tracking census, service utilization, and program metrics (e.g., ASAM level of care tracking such as 1.0 outpatient and 2.1 IOP) Perform general administrative duties including data entry, document management, and correspondence Support leadership with operational reporting and compliance documentation Backup administrative support to the Board of Directors and Executive Director as needed. Human Resources Backup Assist with onboarding new employees, including background checks, credential tracking, and required training documentation Maintain employee records in compliance with healthcare and regulatory standards Support recruitment activities such as job postings, interview scheduling, and candidate communication Track staff licensure, certifications, and continuing education requirements (e.g., for counselors and therapists) Payroll Backup Assist with payroll processing, including timesheet review, PTO tracking, and data entry Ensure accuracy of staff hours, especially for clinicians with productivity or billable hour expectations Support resolution of payroll discrepancies and reporting needs Maintain strict confidentiality of payroll and personnel information Qualifications Associate's or Bachelor's degree in Healthcare Administration, Business, Accounting, or related field (or equivalent experience) 2-4 years of experience in medical billing, with preference for behavioral health or substance use disorder settings Strong knowledge of Medicaid billing, managed care, and behavioral health payer requirements Familiarity with ASAM levels of care and documentation requirements for SUD treatment preferred. Experience with EHR and billing systems used in behavioral health settings Working knowledge of HIPAA and 42 CFR Part 2 confidentiality regulations Familiarity with HRIS and payroll systems preferred Strong attention to detail, organization, and ability to manage multiple priorities Effective communication skills and ability to work collaboratively with clinical and administrative staff Work Environment & Expectations 24 hours per week. Schedule to be mutually agreed upon. Office-based with regular interaction with clinical and administrative teams High level of discretion required when handling sensitive client and employee information Commitment to supporting a mission-driven environment focused on recovery and mental health care

Competencies:

Problem Solving

• -Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. Project Management
• Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities. Technical Skills
• -Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. Customer Service
• Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills
• -Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. Oral Communication
• Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Written Communication
• Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Teamwork
• Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. Organizational Support
• Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity. Attendance/Punctuality
• Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

Physical Demands:

Occasionally required to stand Continually required to walk Continually required to sit Continually required to utilize hand and finger dexterity Occasionally required to climb, balance, bend, stoop, kneel or crawl Continually required to talk or hear Continually utilizes visual acuity to operate equipment, read technical information, and/or use a keyboard Occasionally required to lift/push/carry items less than 25 pounds Continual exposure to bloodborne and airborne pathogens or infectious materials Specialized equipment: all office equipment To apply for this position, please email resume to kmatzek@kinnicfalls.org .

Pay:

$24.52

• $28.

43 per hour

Work Location:

In person