Clinic Administrative Services/Billing Specialist

This position is located in the Human Service office of the Gallatin City-County Health Department. Position is part of the administrative team and is responsible for providing support for both the administrative team and the financial accounting team. Position conducts billing procedures including accounts receivable from various insurance providers and provides administrative support to the Human Services Programs and the Front Desk. Position reports directly to the Administrative Team Supervisor and Human Services Director and does not supervise other County personnel. 

Each duty listed below makes up at least 10% of the job, and all other functions are included in Other Duties as Assigned. All duties below are essential functions unless otherwise indicated.

1. Works closely with the Accounting Technician to bill the appropriate services and manage the accounts receivable (receipt, invoicing and accounting), including various insurance companies. 
2. Works closely with the Accounting Technician to maintain and monitor insurance contracts and payer agreements. Keeps the accounts receivable up to date while analyzing recurring claim problems and identify opportunities to improve billing processes. 
3. Identify credentialing issues that may affect claim payment or network participation.
4. Prepares billing in a timely manner including patient/client, Medicaid and other third-party billing providers.
5. Reviews final bills for accuracy according to specific billing requirements. Identifying and documenting reimbursement discrepancies.
6. Answers questions from employees, patients/clients and third-party payers related to billing information in a timely and professional manner.
7. Tracks, follows-up and collects past due accounts for private pay.
8. Prepares detailed notes regarding the status and all transactions on the patient accounts and documents appropriately all activities related to the billing and collection of each account.
9. Performs data entry of billing invoices and patient/client and third-party billing information into the Health Departments billing database system.
10. Refers and provides the appropriate resources to the public and patients/clients in regards to seeking other financial assistance programs.

1. Provides back up for the front desk including scheduling appointments, checking in patients, answering the telephone, and other related administrative office duties.
2. Provides administrative support to the Immunization Clinic.
3. Provides data entry and program support by inputting program data, assisting in chart management, and filing for programs as needed.
4. Performs a variety of other duties as assigned by supervisor. This includes participating in special projects, filling in for other employees, participating in ongoing training, accounts for time electronically at the end of the workweek, and a variety of other functions as needed.
5. If the County Commission proclaims a local emergency due to an actual or threatening disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

This work requires computer and data entry skills (Word, Excel, PowerPoint, and specialized programs); knowledge of data and records management; excellent skills in grammar and spelling; proficient written and verbal communication skills; ability to prioritize tasks according to deadlines, work independently and follow instructions; ability to multitask and seek appropriate guidance when needed; ability to schedule meetings, reserve rooms, acquisition of supplies as needed and the ability to maintain confidentiality; experience working in an office setting that includes trips to other departments to conduct administrative work and experience in accounting/bookkeeping and insurance billing procedures with attention to detail and analytical skills. Must possess self-initiative but be able to work as part of a team. Position also requires customer services standards with a high-level of skill in dealing with the public and insurance companies, sometimes under stressful situations and must be able to perform highly detailed work with constant interruptions and concurrent tasks.

Competencies/Knowledge-Skills-Abilities (KSA’s)

1. All GCCHD employees are expected to ensure that Gallatin County is protected from disease and other public health threats, and to empower others to live healthier, safer lives. In addition, all GCCHD employees are expected to meet specified competencies in the following areas including the guiding principles, mission, and vision of the most current strategic plan.
2. Continuous Quality Improvement – Actively participates, accepts, and engages in the pursuit of departmental and programmatic improvement in everyday activities as well quality improvement projects independently and as instructed by supervisor.
3. Inclusion – Effectively interacts with all clients, customers, partners, and co-workers with conscious regard for equality, equity, cultural sensitivity, and respect.
4. Team Building – Works effectively with other employees, maintains a positive attitude and contributes to the overall success of the department.
5. Communication – Communicates openly and honestly. Is willing to share information and ideas. Helps to define goals and objectives. Is cordial in dealing with others.
6. Reliability – Is dependable and completes assignments on time and within established quality standards. Arrives at work on time and is ready to perform their duties.
7. Organization – Manages workload effectively and is able to prioritize assignments appropriately as well as to plan for future demands.
8. Integrity – Is honest and trustworthy in dealing with others and providing value as a public servant.
9. Motivation – Strives for excellence seeks growth as an employee and maintains an interest in continuous improvement.
10. Productivity – Maintains a workload that is at or above acceptable standards for his/her position and delivers work products of good quality.
11. Purpose – Works towards achieving the department’s Mission and Vision through the conscious consideration and utilization of the guiding principles as detailed within the current Strategic Plan.

Descriptions of each competency can be found at: http://www.phf.org/resourcestools/Pages/Competency_Assessments_For_Public_Health_Professionals.aspx

1. Analytical/Assessment Skills
   • 1A3. Applies ethical principles in accessing, collecting, analyzing, using, maintaining, and disseminating data and information
   • 1A4: Uses information technology in accessing, collecting, analyzing, using and maintaining and disseminating data and information.
   • 1A5: Selects valid and reliable data.
2. Policy Development/Program Planning Skills
   • 2A2: Contribute to development of program goals and objectives.
   • 2A4: Contributes to implementation of organizational strategic plan.
   • 2A8: Implements policies, programs, and services.
   • 2A11: Applies strategies for continuous quality improvement.
3. Communication Skills
   • 3A1: Identifies the literacy of populations served (e.g. ability to obtain, interpret, and use health and other information).
   • 3A2: Communicates in writing and orally with linguistic and cultural proficiency (e.g. incorporating images).
   • 3A5: Convey data and information to professionals and the public using a variety of approaches (e.g., reports, presentations, email, letters, press releases).
   • 3A8: Describes the roles of governmental public health, health care and other partners in improving the health of a community.
4. Cultural Competency Skills
   • 4A1: Describe the concept of diversity as it applies to individuals and populations (e.g., language, culture, values, socioeconomic status, geography, education, race, gender, age, ethnicity, sexual orientation, profession, religious affiliation, mental and physical abilities, historical experiences).
   • 4A3: Describes the ways diversity may influence policies, programs, services, and the health of a community.
   • 4A4: Recognizes the contribution of diverse perspectives in developing, implementing, and evaluating policies, programs, and services that affect the health of a community.
   • 4A5: Addresses the diversity of individuals and populations when implementing policies, programs, and services that affect the health of a community.
5. Community Dimensions of Practice Skills
   • 5A1: Describes the programs and services provided by governmental and non-governmental organizations to improve the health of a community.
   • 5A4: Supports relationships to improve health in a community (e.g., partnerships with organizations serving the same population, academic institutions, policy makers, customers/clients, and others).
   • 5A7: Provides input for developing, implementing, evaluating, and improving policies, programs and services.
   • 5A9: Informs the public about policies, programs and resources that improve health in a community.
6. Public Health Sciences Skills
   • 6A2: Identifies prominent events in the history of public health(e.g., smallpox eradication, development of vaccinations, infectious disease control, safe drinking water, emphasis on hygiene and hand washing, access to health care for people with disabilities).
   • 6A3: Describes how public health sciences (e.g., biostatistics, epidemiology, environmental health sciences, health services administration, social and behavioral sciences, and public health informatics) are used in the delivery of the 10 Essential Public Health Services.
7. Financial Planning and Management Skills
   • 7A2: Describes government agencies with authority to impact the health of a community.
   • 7A10: Describes how teams help achieve program and organizational goals (e.g. the value of different disciplines, sectors, skills, experiences, perspective, scope of work).
   • 7A11: Motivates colleagues for the purpose of achieving program and organizational goals (e.g. participating in teams, encouraging sharing of ideas, respecting different points of view) Motivate personnel for the purpose of achieving program and organizational goals (e.g., participating in teams, encouraging sharing of ideas, respecting different points of view).
   • 7A14: Use performance management systems for program and organizational improvement (e.g., achieving performance objectives and targets, increasing efficiency, refining processes, meeting Healthy People objectives, sustaining accreditation).
8. Leadership and Systems Thinking Skills
   • 8A6: Describes needs for professional development opportunities (e.g. training, mentoring, peer advising, coaching).
   • 8A7: Participates in professional development opportunities.
   • 8A8: Describes the impact of changes (e.g. social, political, economic, scientific) on organizational practices.
   • 8A9: Describes ways to improve individual and program performance.

• The required knowledge, skills, and abilities typically acquired through a combination of education and experience equivalent to graduation from high school plus three (3) years of experience in business or front office functions that demonstrates competency in the required skills or a work-related vocational program certification and one to two (1-2) years of experience working with billing procedures, medical insurance billing and claims processing.
• Prefer experience working with commercial insurance and/or third-party administrators. interpreting insurance contracts, credentialing and recredentialing.
• Willingness to work hand and hand with the Account Technician researching and resolving denied, rejected, and underpaid claims.

• Cover letter
• Resume
• Three (3) references