Client Care and Billing Specialist

Mindful Oregon Clinic; United States; Hybrid; USD 22,000 - 28,000; Part time

Job summary

Mindful Oregon Clinic is seeking a detail-oriented Client Care & Billing Coordinator to support insurance billing, client communications, and administrative operations. The role starts remotely and will transition to in-person at our Portland or Beaverton offices, with part-time hours from 9 AM–1 PM, Monday through Friday.

This position is a 1099 contractor role at $24/hour, with potential transition to W2 as responsibilities grow.

Qualifications

• Local to Portland/Beaverton area.
• At least 3 years of experience in medical or mental health administration.
• Experience with insurance verification, benefits checks, and claim workflows.
• Strong communication (phone, email, text) and client service skills.
• High attention to detail and follow-through.
• Tech proficiency: EHR, Google Workspace, spreadsheets, texting platforms.
• Ability to work independently and maintain HIPAA compliance.

Responsibilities

• Handle client intake and communication, ensuring accurate information and timely follow-up.
• Schedule, reschedule, and coordinate appointments with clinicians to maintain accurate calendars.
• Submit claims and follow up on unpaid or denied claims; perform eligibility checks every 90 days.
• Provide general administrative support for clients and clinicians, including reporting.

Skills

Attention to detail

Communication skills

HIPAA compliance

EHR proficiency

Google Workspace

Tools

EHR systems

Google Workspace

Spreadsheets

Texting platforms

Job description

We are seeking a detail-oriented Client Care & Billing Coordinator to support our insurance billing, client communications, and administrative operations.

About Mindful Oregon Clinic

We believe that healing is deeply personal and unique to every individual. At Mindful Oregon Clinic, we specialize in treating a range of mental health challenges, including anxiety, depression, post-traumatic stress disorder (PTSD), and ADHD, while also addressing many other concerns that impact emotional and psychological well-being.

Description

At Mindful Oregon Clinic, we're committed to creating a smooth, supportive, and compassionate client experience. We are seeking a detail-oriented Client Care & Billing Coordinator to support our insurance billing, client communications, and administrative operations.

This role begins remote and will transition to in-person at one of our Portland or Beaverton offices.

• Part-Time (9 AM–1 PM Monday - Friday)
• 1099 Contractor $24/hr
• Potential transition to W2 as responsibilities expand

Key Responsibilities

Client Intake & Communication

• Answer incoming calls; return messages promptly
• Complete client intake and verify client information
• Send follow-up texts and emails to clients
• Ensure clients upload the required documentation into the EHR
• Make sure all clients have a next appointment scheduled
• Manage waitlists and reach out when openings become available

Scheduling & Coordination

• Schedule, reschedule, and cancel appointments
• Coordinate with clinicians to keep calendars accurate
• Support smooth clinic operations on a daily basis

Insurance Verification & Billing

• Submit claims and superbills to insurance companies
• Follow up on unpaid, delayed, or denied claims
• Perform rolling eligibility checks every 90 days
• Verify insurance coverage and benefits for new/existing clients
• Complete insurance forms and required payer paperwork
• Prepare billing reports and maintain spreadsheets
• Resolve claim issues, including:
• – Refund processing
• – Recoupments
• – Coordination of Benefits (COB) issues

Administrative Support

• Attend daily stand-up meetings
• Prepare and update administrative and billing reports
• Prepare and publish simple blog posts (content provided)
• Assist with other administrative tasks that support clients and clinicians

Qualifications

Required

• Must be local to the Portland/Beaverton area
• At least 3 years of experience in medical or mental health administration
• Experience with insurance verification, benefits checks, and claim workflows
• Strong communication (phone, email, text) and client service skills
• High attention to detail and follow-through
• Tech proficiency: EHR, Google Workspace, spreadsheets, texting platforms
• Ability to work independently and maintain HIPAA compliance

Preferred Certifications

• Certified Medical Reimbursement Specialist (CMRS)
• Certified Professional Biller (CPB) – AAPC
• Certified Billing & Coding Specialist (CBCS) – NHA
• Medical Administrative Assistant (CCMA/MAA)
• HIPAA compliance certification
• Training with insurance portals (Availity, Optum, OneHealthPort)

Preferred Experience

• Billing for mental health or primary care
• Familiarity with OHP (Trillium, CareOregon), Providence, Regence, Moda, Aetna, UHC
• Knowledge of denial management and claim troubleshooting

Compensation

• $24/hour (1099 contractor rate)
• Part-time: 4 hours/day, Monday–Friday
• Opportunity for expanded hours and W2 employment as the role grows

Salary

$24 - $24 per hour