Client Billing Grant Coordinator

101 Rogers Memorial Hospital, Inc.; Town of Oconomowoc (WI); Hybrid; USD 52,000 - 75,000; Full time

Benefits offered by this job

Health/Dental/Vision

401(k) Plan

Employee share program

Life/Disability insurance

Flex spending accounts

Tuition reimbursement

Wellness program

Employee assistance program

Job summary

Rogers Behavioral Health in Wisconsin is seeking a Client Billing and Grants Coordinator to manage invoicing, follow-ups, and collaboration with foundation and grant processes to ensure accurate billing and collections.

The role involves ambulance and external hospital billing, coordinating with clinical staff, and serving as the main billing contact for client organizations while maintaining compliance and reporting for management.

Qualifications

• Associate’s degree in finance, Accounting, Business Administration, or a related field preferred.
• Minimum of three (3) years of experience in medical billing, accounts receivable, or a related role.
• Experience working with foundation and grant billing is preferred.
• Proficiency in using billing software and Microsoft Office Suite.

Responsibilities

• Generate accurate and timely invoices for services rendered to employees of client organizations.
• Ensure all billed services are properly documented.
• Coordinate with clinical staff to gather necessary information for billing.
• Collaborate with the foundation and finance departments to ensure alignment and accuracy in financial reporting.
• Manage ambulance and external hospital billing, ensuring all services are accurately billed and documented.
• Review and approve external invoices for payments and send them to accounts payable.
• Monitor outstanding invoices and follow up with client organizations on overdue payments.
• Implement and manage a structured follow-up process to ensure timely collections.
• Communicate effectively with client organizations to resolve billing disputes or discrepancies.
• Develop and maintain strong relationships with client organizations.
• Serve as the primary point of contact for all billing inquiries from client organizations.
• Conduct regular check-ins with clients to address any billing issues and provide updates on outstanding payments.
• Foster positive working relationships with internal departments, including the foundation, utilization review (UR), clinical teams, and patient financial services to streamline processes and improve client satisfaction.
• Work closely with organizations to support their billing needs and eliminate insurance-related billing issues.
• Prepare regular reports on billing and collection activities for management review.
• Analyze billing data to identify trends and opportunities for improvement.
• Provide recommendations to improve the billing process and enhance client satisfaction.
• Assist in preparing financial reports related to foundation and grant funding.

Education

Associate’s degree in finance, Accounting, Business Administration, or a related field

Tools

Billing software

Microsoft Office Suite

Job description

Summary

The Client Billing and Grants Coordinator is a critical role responsible for managing the billing process for organizations when their members, such as church members, union members, or other group affiliates, receive treatment at Rogers Memorial Hospital. This position involves generating and sending invoices, following up on non-payments, fostering positive relationships with client organizations, and working closely with our foundation and grant processes to ensure comprehensive financial management. Additionally, the Client Billing and Grants Coordinator supports patients by ensuring their billing experiences are smooth, seamless, and efficient, contributing to their overall care experience. The role also includes managing ambulance and external hospital billing, reviewing and approving external invoices for payments, and sending them to accounts payable. The role plays a key part in maintaining the hospital's financial health and contributing to its mission by ensuring timely and accurate billing and collections.

Job Duties & Responsibilities

Billing and Invoicing

• Generate accurate and timely invoices for services rendered to employees of client organizations.
• Ensure all billed services are properly documented.
• Coordinate with clinical staff to gather necessary information for billing.
• Collaborate with the foundation and finance departments to ensure alignment and accuracy in financial reporting.
• Manage ambulance and external hospital billing, ensuring all services are accurately billed and documented.
• Review and approve external invoices for payments and send them to accounts payable.

Follow-Up on Non-Payments

• Monitor outstanding invoices and follow up with client organizations on overdue payments.
• Implement and manage a structured follow-up process to ensure timely collections.
• Communicate effectively with client organizations to resolve billing disputes or discrepancies.

Relationship Management

• Develop and maintain strong relationships with client organizations.
• Serve as the primary point of contact for all billing inquiries from client organizations.
• Conduct regular check-ins with clients to address any billing issues and provide updates on outstanding payments.
• Foster positive working relationships with internal departments, including the foundation, utilization review (UR), clinical teams, and patient financial services to streamline processes and improve client satisfaction.
• Work closely with organizations to support their billing needs and eliminate insurance-related billing issues.

Reporting and Analysis

• Prepare regular reports on billing and collection activities for management review.
• Analyze billing data to identify trends and opportunities for improvement.
• Provide recommendations to improve the billing process and enhance client satisfaction.
• Assist in preparing financial reports related to foundation and grant funding.

Compliance and Documentation

• Ensure all billing activities comply with hospital policies and relevant regulations.
• Maintain accurate and organized records of all billing transactions and communications with clients.
• Stay updated on changes in billing regulations and best practices.

Schedule

Monday to Friday 8 am to 4:30 pm Remote (potential to go into office)

Education/Training Requirements

• Associate’s degree in finance, Accounting, Business Administration, or a related field preferred.
• Minimum of three (3) years of experience in medical billing, accounts receivable, or a related role.
• Experience working with foundation and grant billing is preferred.
• Proficiency in using billing software and Microsoft Office Suite.

Benefits

• Health, dental, and vision insurance coverage for you and your family
• 401(k) retirement plan
• Employee share program
• Life/disability insurance
• Flex spending accounts
• Tuition reimbursement
• Health and wellness program
• Employee assistance program (EAP)

About Rogers Behavioral Health

Rogers Behavioral Health is a nationally recognized, not-for-profit provider of highly specialized psychiatric care. Rogers offers evidence-based treatment for children, teens, and adults with OCD and anxiety, addiction, depression and other mood disorders, eating disorders, trauma, and PTSD. Backed by more than a century of experience, Rogers is leading the way on measurement-based care and use of clinical outcomes. Rogers provides residential care and has three inpatient facilities located in southeastern Wisconsin. Rogers also offers outpatient services in a growing network of communities across the U.S. The System also includes Rogers Behavioral Health Foundation which supports patient care, programs, and research; and Rogers InHealth an initiative that works to eliminate the stigma of mental health challenges. For more information, visit rogersbh.org.

Through UnitedHealthcare, UMR and HealthSCOPE Benefits creates and publishes the Machine-Readable Files on behalf of Rogers Behavioral Health. To link to the Machine-Readable Files, please visit Transparency in Coverage (uhc.com)

EOE/MFDV Equal Employment Opportunity – Rogers Behavioral Health