Billing & Visit Reconciliation Coordinator

Mogul247 Inc; Dallas (TX); On-site; USD 40,000 - 70,000; Full time

Job summary

Mogul247 Inc. in Dallas, TX is seeking a Billing & Visit Reconciliation Coordinator to ensure visits are accurately plotted, reconciled and prepared for billing. This role serves as the link between scheduling, clinical operations, authorization, EVV and billing.

You will identify discrepancies, verify codes, units and documentation, and prepare clean, billing-ready services for the biller while maintaining billing holds and documentation controls.

Responsibilities

• Accurately plot/post completed visits into EMR or billing system and reconcile the full workflow: Scheduled Visit → Completed Visit → EVV → Clinical Documentation → Authorization → Billing.
• Review the previous day's completed visits and identify missing or unposted items, duplicate visits or incorrect dates, times, units or service codes.
• Verify services for billing readiness: correct patient, payer, DOS, service type, codes, units, authorization and EVV.
• Communicate discrepancies to the appropriate department and ensure only billing-ready services are released to the biller.

Job description

POSITION SUMMARY

The Billing & Visit Reconciliation Coordinator is responsible for ensuring that all completed patient/client visits are accurately plotted, reconciled, verified and prepared for billing. This position serves as the critical link between scheduling, clinical operations, authorization, EVV and billing. The Coordinator identifies and resolves discrepancies before claims are released to the biller. Every valid service provided must be identified, documented, authorized, reconciled and prepared for billing accurately and timely. The Coordinator owns the billing-readiness process and helps prevent revenue loss caused by missing visits, incomplete documentation, EVV discrepancies, authorization problems, incorrect units or incomplete billing information. This position prepares services for billing but is not primarily responsible for claim submission, payment posting, denial management or accounts receivable follow-up.

VISIT PLOTTING & RECONCILIATION

Accurately plot/post completed visits into the appropriate EMR or billing system and reconcile the complete service workflow: Scheduled Visit -> Completed Visit -> EVV -> Clinical Documentation -> Authorization -> Billing

• Review the previous day's completed visits each business day.
• Identify missing or unposted visits, missed visits, duplicate visits, incorrect dates of service, incorrect visit times, incorrect units and incorrect service codes.
• Identify visits appearing in EVV but not the EMR, visits appearing in the EMR without corresponding EVV, and visits without required documentation.
• Immediately communicate discrepancies to the appropriate department or responsible employee.

BILLING READINESS & PREPARATION

Prepare all eligible visits for billing. Before releasing a service to the biller, verify:

• Correct patient/client, payer, date of service and service type.
• Correct HCPCS, revenue or service code when applicable.
• Correct units and valid authorization when required.
• Available authorization units and required EVV verification.
• Required clinical documentation and signatures.
• Correct provider/clinician and no unresolved billing hold.
• Only clean, supported and billing-ready services are released to the biller.

AUTHORIZATION & UNIT VERIFICATION

Verify services against the applicable authorization before billing preparation.

• Monitor authorization effective and expiration dates.
• Verify approved service, frequency, units/hours, units utilized and units remaining.
• Immediately identify services that exceed or do not match an authorization.
• Communicate discrepancies to the Intake/Authorization/Scheduling team and Office Manager.
• Do not knowingly release unauthorized services for billing.

EVV RECONCILIATION

Reconcile EVV information against scheduled and completed services when EVV is required.

• Identify missing clock-in/clock-out, incorrect service times, incorrect attendant/provider, incorrect service code and incorrect member.
• Identify missing EVV records, EVV exceptions, manual adjustments requiring supporting documentation and visits failing EVV validation.
• Work with scheduling and appropriate staff to resolve EVV discrepancies before billing.
• Maintain appropriate supporting documentation for allowable EVV corrections.

DOCUMENTATION REVIEW

Verify required documentation is present before services are released for billing. The Coordinator does not determine clinical appropriateness but must identify missing or incomplete documentation that prevents billing.

• Missing or unsigned visit notes.
• Incomplete documentation.
• Missing supervisory documentation when required.
• Missing orders/supporting documents.
• Documentation that does not match the billed service, date or EVV.

BILLING HOLD MANAGEMENT

Maintain a current Billing Hold Report containing: Patient | DOS | Payer | Service | Units/Charges | Reason for Hold | Responsible Person | Date Identified | Follow-Up Date | Status.

• Hold categories may include documentation, signature, authorization, EVV, eligibility, scheduling discrepancy, coding, missing order, incorrect units, payer issue or clinical review.
• Open billing holds must be reviewed and followed up on daily.
• Aged or unresolved items must be escalated to the Office Manager.

BILLING HANDOFF

Prepare organized billing batches according to the established billing schedule. Clearly separate READY TO BILL from DO NOT BILL / ON HOLD. Communicate unusual payer requirements, corrections or known issues to the biller before claim submission.

The Billing & Visit Reconciliation Coordinator is accountable for the accuracy and completeness of billing preparation. The Biller remains responsible for claim creation/submission, clearinghouse processing, rejection correction, denial management, payment posting and A/R follow-up unless otherwise assigned.

Billing & Visit Reconciliation Coordinator - Job Description Page 3