Billing and Patient Funding Coordinator

Just the Pill - Billing and Patient Funding Coordinator - Key Roles and Responsibilities

Revenue Recognition (15-20%)

• Close out transactions every 1-2 days by reviewing patient encounters and confirming accurate posting across all funding sources, including self-pay, Medicaid, private insurance, and abortion funds.
• Reconcile payment and funding allocations with internal billing and accounting records to ensure accuracy and completeness of revenue documentation.
• Reconcile funding with the Accounts Receivable Aging Report on a monthly basis (typically by the 5th business day of each month).
• Monitor outstanding balances from payers and funding partners and follow up on discrepancies or missing payments.
• Communicate with the external Bookkeeper at least once a month.
• Maintain compliance with payer billing requirements, Medicaid regulations, and applicable coding and documentation standards.
• Support preparation of report documentation for financial audit purposes on an annual basis.

Abortion Funding and Financial Assistance (60-65%)

• Work with the Patient Navigation Team to support Financial Assistance (FA)screening and ensure accurate coordination of patient funding sources.
• Serve as the final checkpoint for Abortion Funding Allocation and Determination.
• Track and Reconcile payments from abortion funds, grants, and other financial assistance programs.
• Review block grant funding status and other FA matters with the Clinic Manager on a weekly basis.
• Distribute and track funding partner invoices.

State Reporting (15-20%)

• Prepare and submit required state reporting related to abortion care services using data extracted from the electronic health record (EHR) and other relevant sources on a daily basis.
• Ensure reporting accuracy and compliance with state-specific regulations and deadlines.
• Verify submission of state reports with follow-up communication to the Medical Director & Business Operations Liaison on an applicable recurring basis (submission frequency varies by state).
• Minimal Travel on a monthly basis to local USPS/UPS sites to mail hard copy reports as required by certain states.

Community Building and Collaboration (100%- applicable in all work activities)

• Create and maintain collaborative work relationships with external community partners and internal team members.
• Communicate with the utmost care and consideration via phone, email, and text with patients and community partners.
• Build and maintain healthy relationships with abortion funds and other financial assistance partners that become a part of a growing and sustainable community.

Minimum Qualifications

• Education: High school diploma or equivalent.
• 2-3 years of experience with medical billing for both public and private insurance carriers.
• 2-3 years of experience with supporting Accounts Receivable including use of accounting or billing software.
• 2+ years of experience and/or familiarity with an Employee Health Record System (EHR).
• 2+ years of experience with improving operational workflows, systems and processes.

Preferred Experience

• Minimum 1-2 years of experience in clinic services in community or non-profit organizations.
• Minimum 1 year of experience in Abortion Care or Gender Affirming Care.
• Experience and/or familiarity working with an abortion fund.

Desired Knowledge, Skills and Abilities

• Demonstrated ability to perform funding work & capability of community building.
• Excellent written and verbal communication and interpersonal skills with a high degree of comfort talking on the phone with patients and community partners.
• Ability to analyze data and problem solve.
• Ability to create and maintain collaborative work relationships with internal and external stakeholders.
• Comfortable with handling confidential protected health information (PHI) and ensuring HIPAA compliance; including ensuring that PHI is not included in financial reports or documents.
• Ability to work well under pressure, adjust work priorities as needed, and exercise empathy and patience.
• Familiarity with project management software, such as Asana.
• Advanced proficiency in MS Excel or Google Sheets to include creating tables, formatting, and knowledge of basic formulas.
• Proficient in MS Office (Excel, Word, PPT) or Google Workspace (Gmail, Docs, Sheets, Slides, Forms, etc.).
• Fluency in English and a second language is helpful but not required for direct patient communication .

Compensation and Work Environment

• Hourly Pay Range: $28.00 - $33.00
• Work Environment: Fully-Remote (within the United States)
• Hourly, Full-Time, Non-exempt position, expected to be available 30 hours per week up to 40 hours per week.
• Work Day: 6-8 hours daily, to fall within Business Hours
• Business Hours: Monday - Friday, 8am - 6pm CST
• Reports to: Clinic Manager
• Benefits:
  • 100% Employer-Covered Insurance Plans: Medical
  • Dependent Medical coverage at least 50% by employer
  • Partial Employer-Covered Insurance Plans: Dental, Vision
  • Remote work stipend
  • Paid Holidays and Flexible Paid Time Off (PTO)
  • Flexible Spending Accounts – Health & Dependent Care
  • Life Insurance
  • Employee Assistance Program (EAP)