Intake and Billing Coordinator (Part-Time)

mindbodytherapywellness; Chapel Hill, Northern (NC, KY); Hybrid; USD 21,000 - 30,000; Part time

Benefits offered by this job

Paid onboarding

Unpaid time off (up to 4 weeks)

Job summary

Mindbody Therapy & Wellness is seeking an Intake and Billing Assistant to guide clients to the best fit therapist by responding to inquiries and coordinating intake and scheduling. This is a part-time, virtual role starting at 10 hours per week with the option to work from the office as the practice grows, reporting to the Practice Founder, Justine Grosso. Candidates should be detail-oriented, punctual, and thrive in a collaborative team environment.

Qualifications

• Experience managing intake calls and scheduling in a clinical or mental health setting.
• Ability to verify insurance benefits and explain coverage to clients.
• Proficient with electronic health records and scheduling tools.

Responsibilities

• Handle intake calls and emails, schedule appointments with appropriate therapists, and maintain accurate intake metrics.
• Verify insurance benefits and process denials or follow-ups as needed.
• Support payroll reviews and ensure timely communication with clinicians.

Skills

Intake management

Scheduling

Insurance verification

Communication skills

Teamwork

Organizational skills

Independent work

Mindbody Therapy & Wellness experience

Tools

Simple Practice

Job description

Position Overview: Mindbody Therapy & Wellness is seeking an Intake and Billing Assistant. The Intake and Billing Assistant ensures that clients are appropriately referred to the best fit therapist by way of responding to inquiries and matching clients to the appropriate therapist. This is a part-time, virtual position starting at 10 hours a week with the opportunity to work from the office and increase hours as the practice grows.

Reports to: Justine Grosso, Practice Founder

Duties/Responsibilities

Intake

• Manage intake calls (respond to phone and email inquiries, schedule intake appointments with appropriate therapist, answer practice -related questions).
• Have a 60% conversion rate monthly (contacts converted to confirmed appointments)
• Coordinate with clinicians on filling their schedules.
• Fill clinicians caseloads to at minimum 25 active clients per week.
• Fill new hire caseloads to 10 in their first week, 20 by the end of the 2nd month and 25 by 90 days.
• Provide direction to clinicians and administration teams on best practices for improving scheduling processes.
• Provide metrics to the Administrative Leader on intake stats.
• Ability to identify areas where we need improvement in the client intake process and initiate the improvement measures.

Billing and Payroll

• Verify insurance benefits with Aetna, BCBS, and Cigna over the phone or through online portals.
• Communicate insurance benefits to prospective clients.
• Track and follow-up on insurance claim denials in Simple Practice.
• Track and follow-up on expired insurance cards and credit cards in Simple Practice.
• Review and support payroll for clinicians.

Other

• Mental health content creation (social media, blogs, etc) and management.
• High attention to detail and ability to prioritize various projects independently.
• Passion for working with others (being collaborative) and helping our team members grow and learn.
• Ability to handle and provide straight-forward feedback to the administrative team members.
• Be a problem solver and think ahead to ensure any challenges don’t greatly impact progress or outcomes for clients.
• Ability to set goals and develop achievable timelines to hit them.
• Have a growth mindset.

Other duties may be assigned

Qualifications and Skills:

• Align with Mindbody Therapy & Wellness mission, vision, and values.
• Knowledge of Mindbody Therapy & Wellness client experience goals and how to achieve client satisfaction.
• Previous experience with schedule management (in mental health field preferred).
• Previous experience with insurance verification, claim submission, and claim denials.
• Previous experience with Simple Practice or similar electronic health records.
• Be able to lead and manage client intake and scheduling.
• Must be punctual in reporting to work.
• Be organized and detail oriented.
• Be a team player.
• Be able to work independently on tasks assigned.
• Have strong written and verbal communication skills and strong interpersonal skills.

Compensation

• Competitive W2 hourly pay
• Up to 4 weeks unpaid time off
• Paid Onboarding

This position is not right for you if you’re:

• Someone just looking for a job to clock in and out of.
• Someone who doesn’t feel passion for our mission, vision and values.
• Someone who’s not a team player or prefers not to work collaboratively.
• Someone who wants to own their own business in the near future. If that’s you, awesome! But we’re not the place for you. We dedicate a lot of time to our teams, and provide the flexibility, autonomy and space to allow each member of our team to get creative in their role. The ideal person is invested in time and energy in [practice name].
• Someone who doesn’t like to hop in and help others get their work done - we highly value teamwork.

This position perfect for you if you’re:

• Aligned with our mission, vision, and values.
• Energized by helping others in a team and contributing to the growth of our practice.
• Values and engages in anti-oppressive work.
• Able to take direct and constructive feedback and run with it.
• Able to make tough decisions, have difficult conversations, and lead a team of people in a radically candid way.