Mental Health Billing Specialist

Reintjes Counseling and Consulting LLC; Virginia; Remote; USD 30,000 - 47,000; Part time

Job summary

Reintjes Counseling and Consulting LLC is seeking a Mental Health Billing Specialist for a remote, contract role in Virginia. You will manage the full billing cycle for counseling and consulting services, including claims submission, benefit verification, authorizations, and posting payments.

You will liaise with clients, payers, and clinicians to ensure accurate documentation, coding, and compliant practices while maintaining strict confidentiality and attention to detail in every step.

Qualifications

• Background in mental health care and billing to understand common codes and confidentiality.
• Knowledge of psychology and documentation practices to support compliant billing.
• Experience with case management and billing follow-up, including authorizations.
• Familiarity with HIPAA regulations and privacy standards in billing.

Responsibilities

• Prepare and submit insurance claims for counseling and consulting services.
• Verify client benefits, track authorizations, and post payments accurately.
• Follow up on denied or rejected claims and manage accounts receivable.
• Maintain up-to-date client billing records with strict confidentiality.
• Communicate with clients and payers about balances and billing questions.
• Coordinate with clinicians to ensure accurate documentation and coding.

Skills

Billing codes

Data entry

HIPAA compliance

Communication

Analytical skills

Attention to detail

Education

Associate/Bachelor degree

Tools

EHR software

Medical billing software

Job description

Company Description Reintjes Counseling and Consulting LLC provides warm, solution-oriented therapy for adults in Virginia, with a special focus on serving Latino and military communities. Led by a licensed clinician with a doctorate in educational psychology, the practice collaborates with school administrators to design and implement programs that support diverse student needs. Services include Neurodiversity Coaching for parents of children with ADHD, ASD, and other neurodivergent profiles. The practice also offers deployment coaching and support for military partners who are managing responsibilities at home. Applicants can learn more about services and practice philosophy by visiting the company website.

Role Description The Mental Health Billing Specialist is a remote, contract role responsible for managing the full billing cycle for counseling and consulting services. Daily tasks include preparing and submitting insurance claims, verifying client benefits, tracking authorizations, and posting payments accurately. The specialist will follow up on denied or rejected claims, manage accounts receivable, and maintain up-to-date client billing records in compliance with privacy and regulatory standards. The role also involves communicating with clients and payers regarding balances, corrections, and billing questions, and coordinating with the clinician to ensure accurate documentation and coding. Consistent attention to detail, timely processing, and clear communication are essential to supporting the practice’s operations and client care.

Qualifications

• Background in Mental Health Care and Mental Health services sufficient to understand common billing codes, documentation requirements, and confidentiality standards.
• Knowledge of Psychology and case documentation practices that support accurate, compliant billing for counseling and coaching services.
• Experience with Case Management activities such as organizing client information, tracking authorizations, and coordinating billing-related follow-up.
• Ability to recognize situations that may involve Crisis Intervention or urgent care needs and route information appropriately, while staying within a billing-focused scope.
• Proficiency with medical billing software, electronic health records (EHR), and standard office tools (e.g., spreadsheets, secure messaging platforms).
• Strong analytical and organizational skills, including high accuracy in data entry, reconciliation, and record-keeping.
• Clear, professional written and verbal communication skills, with the ability to interact respectfully with clients, payers, and clinical staff.
• Prior experience in behavioral health or mental health billing, particularly with private practice or small clinics, strongly preferred.
• Familiarity with insurance verification, claim submission, denial management, and HIPAA regulations related to billing.
• Associate’s or bachelor’s degree in a related field (e.g., healthcare administration, psychology, business) or equivalent relevant experience.

Outpatient mental health billing is highly nuanced, and the core expectations include:

• Complex Rule Navigation & Exceptions: Navigating strict insurance protocols (such as prior authorizations and timely filing limits) and managing numerous case‑by‑case exceptions depending on the patient's policy and diagnosis.
• Insurance Navigation & Verification: Verifying mental health benefits, tracking claims, applying coding modifiers, and managing clearinghouse rejections daily within our three accepted insurance portals.
• Claim Denials & Appeals: Investigating denied claims, calling insurance representatives to resolve discrepancies, and submitting appeals.
• Patient Ledger Management: Posting insurance payments, generating patient statements, and communicating with the team and patients regarding balances, all while maintaining strict confidentiality guidelines.
• Focused Administration: Executing the revenue cycle process independently, without personnel management or program development duties.