Billing, AR and Contracts Assistant

Position Overview

We are seeking a Billing, AR, and Contracts Assistant to support billing, revenue cycle, and contracting operations across our clinical and administrative teams. This role is responsible for the accuracy, timeliness, and integrity of billing processes, payer interactions, collections, reporting, and compliance activities.

Key Responsibilities

• Billing & Revenue Cycle

• Own and manage all daily, weekly, and monthly billing and AR operations.
• Oversee full-cycle billing for all payers, including: PHC, SUSD, NVUSD, EL, NBRC, Carelon, Acumen, private pay, co-pay, and co-insurance.
• Ensure timely and accurate claim submission, payment posting, and reconciliation.
• Review AR weekly, follow up on outstanding balances, and update deposit and tracking sheets.
• Analyze and resolve claim denials, rejections, and underpayments.
• Perform charge validation, charge corrections, and ongoing data integrity checks.

• Financial Tracking & Reporting

• Update and maintain: Monthly trended hours for Contract Fulfillment and Accounting.
• Monthly payments and revenue summaries for Accounting.
• Prepare AR, revenue, and payer performance reports for leadership and CF review prior to billing.
• Track payer performance, denial trends, and reimbursement timelines.

• Funder Relations & Contract Development

• Contact funders to establish and manage Single Case Agreements (SCAs).
• Communicate with potential funders to explore and pursue new contracting opportunities.
• Build and maintain positive, professional relationships with funder representatives.
• Follow up consistently throughout the contracting and agreement process.
• Ensure Single Case Agreements and new contracts follow all payer, organizational, and regulatory compliance requirements.
• Maintain accurate documentation and track the status of agreements, outreach, and contracting opportunities.

• Audit, Compliance & Risk Management

• Prepare and support insurance audits, internal audits, FSO audits, and charge validations.
• Own audit preparation processes, documentation, and follow-ups.
• Ensure compliance with payer, contractual, and regulatory requirements.
• Lead discharge process review and billing closure.

• Systems & Process Ownership

• Own and maintain billing workflows across NPA and SimplePractice.
• Serve as the primary billing partner to: Clinical Team, Contract Fulfillment Team, Accounting Admin and Operations.
• Support with co-pay and co-insurance billing and follow-ups.
• Support teams with client billing inquiries, payment plans, and billing education.
• Handle escalated client and payer billing inquiries professionally and ethically.
• Communicate with payers and clients regarding pending claims, discrepancies, and resolutions.

Requirements

• High school diploma or GED required; Associate’s or Bachelor’s degree preferred.

• Reliable internet, personal work computer, and a professional remote work environment.

• Ability to work 9:00 am – 5:30 pm Pacific Time, with flexibility to work evenings during peak periods.

• Ability to work consistently within the Pacific Time Zone.

• 3+ years of experience in medical billing, accounts receivable, or healthcare administration.

• Experience in an ABA or behavioral health setting strongly preferred.

• Strong proficiency in Excel (formulas, pivot tables, data analysis, tracking).

• Experience with billing systems and EHRs (NPA, SimplePractice, or similar).

• Strong organizational, analytical, and problem-solving skills.

• Excellent written and verbal communication skills.

• Ability to handle sensitive and confidential information with discretion.

• Proficiency in Microsoft Office and Google Workspace.

• Ability to manage multiple priorities, deadlines, and stakeholders simultaneously.