Administrative and Billing Coordinator 

The ACCA-AICP is a community-based, person-centered, care navigation intervention serving individuals with advanced illness and their caregivers in partnership with health, faith, and community organizations. Founded in the African American faith community, it is free of charge and respects the needs and wishes of the participant, whatever their culture and faith. Care Navigators are trained members of the community who walk alongside participants providing trusted referrals, resources, and specially designed tools to empower them to achieve their identified goals. The intervention is holistic in its approach by focusing on participant needs within our Five Cornerstones: spiritual, health (physical and emotional), social, advance care planning, and caregiving. The ACCA-AICP aligns with the ECM provider benefit through key elements of the AICP such as building trusted relationships, empowering participants through tools and training, and finding trusted resources in health, spiritual, advance care planning, social, and caregiving needs. Additional ECM elements such as clinician led care plan and health action plan development plus care coordination for individuals at risk of transitioning to higher levels of care such as nursing homes and those at risk for avoidable hospital or emergency department utilization, will be incorporated in the AICP+ model.

This position will provide much-needed support for the overall operations of AC Care Alliance (ACCA). ACCA is just starting to provide Enhanced Care Management services through the CALAim program. With a transition to a new form of operations and revenue, the applicant should be interested and excited to work within a potentially changing environment where active learning and adapting are taking place.

This remote role will split time managing billing activities related to enhanced care management services, claims, and reporting (80%) and providing complex office support to the ACCA team (20%).

This position is expected to begin approximately in March 2025. This position reports to CFO/COO, Tom Purcell, dotted line, CEO, Cynthia Carter-Perrilliat and works closely with Program Manager, Rebekah Widmer.

Essential Duties and Responsibilities

  • Billing Coordination

    • Claims and Billing

      • Prepare and submit accurate claims to insurance companies and other payers for ECM services in a timely manner

      • Verify billing data accuracy and monitor claim processing for timely payment

      • Resolve billing discrepancies and denied claims to ensure timely payment.

      • Review and verify participant insurance information and coverage

      • Ensure billing and reporting compliance with health plan requirements

      • Maintain up-to-date knowledge of billing regulations and procedures, insurance rules, ECM coding standards and accurately document billing activities

      • Communicate with insurance companies and participants to address billing inquiries

    • ECM Reporting and Quality Assurance

      • Review encounter notes to ensure compliance with insurance guidelines

      • Generate and analyze reports from ACCA’s Case Management Application (ACTION) related to billing, utilization review, and ECM services

      • Assist with monthly health plan reporting on member status, outreach, and encounter totals

      • Provide support for audits by preparing required documentation and reports

    • Financial Management Support

      • Assist CFO with miscellaneous financial processes, including generating reports, expense report reimbursements, and credit card reconciliation.

      • Assist the CFO in setting up new ECM contracts and electronic funds transfers (EFTs)

      • Reviews, processes, and coordinates administrative paperwork and create systems for tracking (including invoices, check requests, reimbursement forms, etc.) 

  • Complex Administrative Coordination

    • Communications

      • Coordinate logistics for internal and external meetings including scheduling and rescheduling as necessary, reminders, agenda creation and distribution, preparing reports, facilitating meetings, take and distribute minutes and action items in a timely manner

      • Monitor incoming emails on ACCA’s general email accounts, website requests, and phone line, direct messages to appropriate team member, and respond to inquiries as applicable

      • Assist with communications management including producing quarterly newsletter and other communications, maintaining and updating ACCA website content and structure, developing and producing social media content, and updating listservs

      • Support the planning and execution of ACCA events, including community events, holiday team events, travel, and presentations at conferences by the leadership team.

    • Material and Equipment Support

      • Manages the monthly regional supply inventory process, managing central office supply, anticipating future material and equipment needs and budgets, placing orders, and shipping program materials.

      • Manage onboarding logistics of new team members including communicating equipment/technology needs to the IT provider, creating and shipping tool and resource folders, and tracking completion of onboarding tasks.

    • Support to the ACCA Team

      • Lead hiring process, posting job descriptions, forwarding candidates meeting minimum qualifications to leadership, facilitating communication with candidates, and setting up interviews

      • Organize, systemize, and maintain program processes, files, and SharePoint folders

      • Assist with management of ACCA’s Case Management Application (ACTION) including cleaning data and creating and pulling reports for billing and quality assurance purposes

      • Assist with grant application and report development

Minimum Qualifications

  • Associate’s or Bachelor’s degree in business administration, accounting, finance, health information management, health care administration, or a related field.

  • Five years of progressively increasing administrative support experience

  • Experience working in a non-profit environment preferred

Other Qualifications

  • Understanding of billing procedures, coding principles, and insurance processes

  • Proficiency in billing software, electronic medical records, and claims clearinghouses

  • Certifications: Certified Professional Biller (CPB) or Certified Coding Specialist (CCS) preferred, but not required

  • Ability to handle patient information in compliance with HIPAA regulations

  • Proficient with Microsoft 365 systems including Outlook, teams, Work, Excel, PowerPoint, and Window operating system. Willingness to learn new software and applications

  • Attention to detail and strong analytical and organizational skills

  • Excellent communication skills, including an understanding for the importance of clear and regular communication in a remote work environment

  • Ability to work independently, manage multiple priorities and deadlines, and be productive in a remote work environment

  • Ability to follow written instructions and comfort with asking for clarification when needed.

  • Ability to identify and resolve problems in a timely manner; ability to develop alternative solutions

  • Ability to serve diverse populations with respect and culturally responsive practices

  • Ability to work during daytime business hours in the Pacific Time Zone

  • Ability to lift boxes of materials (weighing 15-70 pounds at times)

Job Application