Administrative Billing & Collections Representative

Description

Location: Relate Counseling Center – Eden Prairie, MN  
Job Type: Full Time (40 hours/week)  
Reports to: Revenue Cycle Manager/Billing Department 

Pay Range: $25.00 - $27.00 per hour, commensurate with experience and qualifications. 

About Us: 

At Relate Counseling Center, we are more than just a mental health provider—we are a cornerstone of the Minnetonka and Eden Prairie community, dedicated to making a difference for over 50 years. As a nonprofit mental health center, our mission is to provide high-quality, culturally responsive, and inclusive mental health services to individuals of all ages. We envision a community where mental health is honored and affirmed, and care is accessible to all. 

Position Overview: 

We are seeking an Administrative Billing & Collections Representative to support our team in a dynamic and collaborative environment. This role is responsible for managing billing inquiries, processing payments, verifying insurance information, assisting clients with account resolution, and conducting collections follow-up. The position also supports front desk operations and provides customer service–related support to ensure a positive experience for clients and families. 

Essential Duties and Responsibilities: 

Customer Service & Administrative Support 

• Welcome clients upon arrival and assist with check-in and payments.
• Respond to phone calls, emails, and messages through the client portal.
• Provide information to clients regarding billing questions and assist in resolving insurance-related concerns.
• Enter prospective client data into the system and reach out to individuals interested in services.
• Offer available appointments and assist with the intake process.
 

Billing & Collections 

• Respond to billing inquiries and assist clients with account resolution in a timely and professional manner. 
• Monitor claims status, follow up on unpaid, rejected, or denied claims in timely manner ensuring compliance with payer requirements and timely filing deadlines, and take appropriate actions to correct, resubmit, and maximize claims reimbursement. 
• Post insurance payments, client payments, adjustments, and contractual obligations accurately. 
• Review and reconcile remittance advice (ERA/EOB) payments in a timely manner. 
• Identify and resolve unapplied payments, credit balances, and account discrepancies. 
• Process payer recoupment requests by reviewing and validating the request, obtaining manager approval when required, coordinating payment or resolution, and documenting all actions and updates in the client account. 
• Manage payer accounts receivable by prioritizing outstanding claims, proactively following up on unpaid or delayed payments, resolving claim issues promptly, and implementing timely follow-up practices to prevent balances from aging. 
• Assist with billing reports, accounts receivable reviews, and revenue cycle metrics. 
• Identify trends impacting reimbursement and recommend process improvements. 
• Participate in billing meetings, audits, and department initiatives. 
• Collect and process client payments, ensuring accuracy and compliance with financial policies, and coordinate with collection agencies when necessary. 
• Reach out to clients with outstanding balances and past-due accounts, conducting follow-up to support timely collection. 
• Communicate professionally with clients to resolve payment issues and establish appropriate payment solutions. 
• Report billing issues that may result in revenue loss to manager and assist with investigation, resolution, and prevention of future occurrences. 
• Respond to manager requests related to billing activities in a timely manner and complete assigned tasks and projects within established deadlines. 

Compliance & Documentation 

• Maintain accurate billing records in accordance with payer requirements, HIPAA regulations, and organizational policies. 
• Ensure billing practices follow insurance guidelines and regulatory requirements. 
• Maintain confidentiality and protect client information in accordance with HIPAA and organizational privacy policies. 
• Accurately document client communications, updates, and activities in appropriate systems. 
• Handle sensitive client, insurance, and financial information with professionalism, discretion, and attention to detail. 
• Maintain organized records, tracking tools, and documentation to support department operations and reporting needs. 
• Identify and communicate potential issues, discrepancies, or process concerns to the appropriate team members or manager. 
• Perform other duties and responsibilities as assigned to support the Revenue Cycle team. 

Perks & Benefits: 

• Competitive Salary: We offer a salary that reflects your experience and expertise. 
• Comprehensive Health Coverage: Inclusive health, dental, and vision insurance plans. 
• Retirement Plan: 401(k) with company matching to secure your future. 
• Paid Time Off: Generous PTO and holiday pay to balance work and life. 
• Professional Development: Opportunities for continuous learning and career growth. 

Ready to Make a Difference? 

If you are enthusiastic about helping others and want to be part of a team that values your contributions, we would love to hear from you! Apply now by submitting your resume and a cover letter detailing your experience and interest in the Administrative, Billing and Collections Representative position. Relate Counseling Center is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. 

Disclaimer 

This job posting reflects the general scope and key responsibilities of the Administrative, Billing & Collections Representative position. It is not intended to be an exhaustive list of all duties. The organization reserves the right to modify or change responsibilities as needed. Employment with Relate Counseling Center is at will. 

Requirements

Education/Experience 

• High school diploma or equivalent required; an associate or bachelor’s degree in a related fields is a plus. 
• Prior healthcare billing experience is required. 

Skills & Competencies 

• Strong interpersonal, verbal, and written communication skills. 
• Professional demeanor with excellent customer service and telephone etiquette. 
• Ability to manage multiple tasks with strong diligence and accuracy. 
• Proficiency in Microsoft Office Suite and experience with client management software. 
• Dependable, initiative-taking, and adaptable with a collaborative mindset.