Billing Specialist - CReW

Role Details

Full-time position starting at $23 - $25.57/hr (D.O.E) with COMPETITIVE BENEFITS INCLUDE:

• Medical, Dental, Vision, Life Insurance and Long-Term Disability

• Health Savings Account and Flexible Spending Account

• Generous PTO, paid sick time, 15 days of paid vacations, 13 days of paid holidays, plus a personal holiday

• CCS/CHS 403(b) Employee Saving Plan

• Employee assistance program

Program Description

Catholic Community Services’ Counseling, Recovery & Wellness (CReW) Program is a licensed community mental health and substance use disorder treatment program and provider of the King County Integrated Care Network (KC-ICN). Our program focuses on serving adults with mental illness and/or substance use disorders to help improve individuals’ quality of life. Range of services includes diagnostic assessments, individual therapy, peer support, case management, group counseling, skills training, care coordination, medication management, and psychoeducation. CReW clinicians provide services in a variety of locations within Seattle downtown and greater King County, including within Permanent Supportive Housing programs, shelters, day centers. Services offered utilize Harm Reduction and Recovery principles, with an emphasis on building collaborative relationships with the persons served as the first step towards lasting engagement in treatment.

Position Description

As part of the Behavioral Health Unit, the Billing Specialist provides administrative, billing and data entry support for mental health and substance use services. Under the direction of the CReW Quality Manager, the Billing Specialist is responsible for supporting the revenue cycle functions for CReW Program sites in Seattle, Eastside and South King County, preparing all monthly, quarterly, and annual financial reporting deliverables to external funders, internal staff, and CCSKC Behavioral Health leadership.

The Billing Specialist is a key CReW staff member who partners with MIS and leadership staff to provide troubleshooting and analysis of the revenue cycle to support the decision making and fiscal performance of the CReW Program sites. This position co-manages monthly revenue generating processes, and provides reports for management, including trends related to service delivery adherence, incentive targets and other data metrics that influence revenue.

Data Entry, Billing and Management Reports:

• Responsible for the timely and accurate entry of clinical and administrative data.

• Review all data sources prior to entry into appropriate database(s); follow up with clinical supervisors and program staff to ensure that corrections/revisions are made.

• Review mental health /and substance use billable service encounters and backup documentation. Work with program staff and supervisors to obtain any missing or incomplete documentation. Track and enter to appropriate databases, including King County Desktop.

• Monitor King County Mental Health/KC Substance Use requirements for data submission requirements and resolve data timeliness issues (in coordination MIS staff for MH /SUD).

• Assist Quality Manager with review of reports on data quality; follow up on corrections needed in the clinical records.

• Research client benefits to determine eligibility and appropriate funding source at time of enrollment. Verify client tier authorization/Medicaid benefits regularly, and make necessary funding change entries in appropriate databases (set up coverage and authorizations in EHR for MH /SUD).

• Verify client financial eligibility, monthly. Notify clinical staff and leadership of status changes and input changes in EHR. Upload completed benefits reports to EHR, monthly.

• Prepare billing documents, electronic files and invoices for accurate and timely submission to various funding sources.

• Review invoices/billing documents for compliance with contract requirements related to revenue reimbursement.

• Follow up on payment discrepancies from various funding sources.

• Reconcile private pay client payments and monitor unpaid account balances.

• Review and reconcile all checks and cash payments received to Accounts Receivable office.

• Maintain accurate and complete electronic billing files.

• Ensure program leadership receives accurate and timely billing reports on a regular basis for management decision making purposes.

• Maintain communication with funding monitors, ensuring that reporting requirements and changes are met.

• Monitor timely completion of all KCMH/KCSUD required reports for contract compliance.

• In collaboration with the Quality Manager, run reports by due dates for contract compliance.

• Assist in preparing statistical reports for funding sources as needed.

• Attend MIS/billing system related meetings & training as necessary.

Medical Records:

• Maintain electronic and hardcopy of clinical forms and ensure an adequate supply is available to staff, as needed.

• Works cooperatively with clinical supervisors and leadership teams to comply with best practices regarding disbursement of completed medical reports.

• Track and report on status of incoming and outgoing medical records requests.

• Prepare records for archiving according to agency policy.

• Monitor compliance with standards for timeliness and completeness of document submission and work with administrative and clinical leadership as it relates to direct service staff participation.

• Liaison with psychiatric prescriber team regarding medical records requests and disbursements.

• Liaison with agency clinical director and program leadership regarding subpoenas and other legal documentation requests and disbursements.

• Coordinate with agency administrative contact to send documentation to archiving and retrieve documentation from archiving, as needed.

• Maintain electronic list of medical records sent to archiving.

• Monitor that documents have been sent, upload completed documentation packets and confirmation to EHR system to ensure accuracy and timeliness. Communicate with outside parties to follow-up on records request documentation as needed.

Administration:

In conjunction with program leadership and other administrative staff, perform various administrative duties as assigned

• Scan and upload documentation to EHR as needed.

• Monitor, distribute, upload incoming faxes and notify recipients of faxes in a timely manner.

• Cross train with other a staff as needed to ensure smooth operations.

• If bilingual, provide translation (verbally or in writing) as needed by other program.

Other Responsibilities:

• Communicate and uphold CReW program and agency policies and procedures with staff and clients.

• Develop and support a positive team oriented and inclusive work environment.

• Maintain confidentiality, and maintain an atmosphere of safety and support for staff and clients.

• As CReW is a HIPAA covered entity service area, staff are responsible for upholding a culture of privacy and security in highly confidential work environment.

• Complies with all CCSWW policies and procedures that involve access to and safeguarding of client Protected Health Information (all forms).

• Other duties as assigned.

• AA degree or work experience equivalence.

• Two (2) years’ experience in administrative/operations setting.

• Accurate filing skills/attention to detail.

• Computer skills, including Microsoft office products.

• Knowledge and experience with mental health/SUD billing systems.

• Familiarity with working for a not-for-profit organization.

• Demonstrated ability to maintain strict confidentiality.

• Ability to work as a member of a team.

Preferred Qualifications

• BA degree.

• Progressive responsibilities in operations support duties.

ID: 2023-6798

External Company URL: http://www.ccsww.org

Street: 1902 2nd Ave

CCSWW provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.