Healthcare Operations & Billing Coordinator at Practical Skills Clinic

Danbury, Connecticut, United States -

Full Time

Start Date

Immediate

Expiry Date

28 Aug, 26

Salary

36.0

Posted On

30 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Medical Billing, Healthcare Administration, Insurance Verification, Payroll Preparation, Google Sheets, Microsoft Excel, HIPAA Compliance, Accounts Receivable, Scheduling, Records Management, Front Desk Operations, Financial Reporting, Communication Skills, Attention To Detail, Timecard Review, Office Management

Industry

Description

Benefits: 401(k) Company parties Competitive salary Dental insurance Free food & snacks Free uniforms Health insurance Paid time off Training & development Vision insurance About Us Practical Skills Clinic is a trauma-informed ABA clinic dedicated to providing compassionate, ethical, individualized care to children and families. Our team values collaboration, dignity, neurodiversity-affirming practices, clear communication, and a supportive environment for both clients and staff. We are seeking a highly organized, detail-oriented, and dependable Healthcare Operations & Billing Coordinator to support the day-to-day administrative flow of our clinic. This position plays an important role in keeping the practice organized, compliant, welcoming, and running smoothly so our clinical team can focus on supporting children and families. This role is ideal for someone with experience in healthcare administration, medical office operations, billing coordination, or business administration who enjoys managing systems, tracking details, meeting deadlines, and supporting a collaborative clinic environment. Position Summary The Healthcare Operations & Billing Coordinator supports daily clinic operations, front-desk coverage, scheduling, documentation, billing support, insurance follow-up, payment tracking, reports, supply management, and general administrative needs. This position requires strong attention to detail, excellent follow-through, discretion with confidential information, comfort with recurring deadlines, and the ability to manage multiple systems accurately. Key Responsibilities Daily Office Operations Greet clients, parents, employees, and visitors at the front desk with professionalism and warmth. Maintain an orderly, welcoming, and family-centered office environment. Support smooth daily clinic operations, including front-desk coverage during client drop-off and pick-up. Monitor administrative inboxes, voicemail, and clinic communication systems. Respond to emails and messages in a timely, professional, and HIPAA-conscious manner. Sort mail, organize paperwork, scan and file documents, shred confidential materials, and maintain secure records. Track client inquiries and ensure follow-up is documented appropriately. Support employees with administrative tasks around the clinic. Escalate questions, concerns, or discrepancies to leadership when needed. Scheduling and Documentation Organize and maintain documentation using Google Drive and shared digital systems. Maintain organized folders, trackers, client lists, employee records, billing records, invoices, and operational documents. Ensure required documentation is completed, saved, and filed appropriately. Follow up on missing, incomplete, or inconsistent documentation. Billing, Insurance, and Financial Support Support billing processes, payment tracking, invoicing, and accounts receivable follow-up. Process insurance verifications, claims, invoices, and claims follow-up. Download and save EOBs from payer websites. Generate and send client invoices, including insurance, private pay, school-based, and other service-related invoices. Maintain invoice trackers, payment records, and active client lists. Assist with accounts receivable/payable and light financial processes. Support monthly financial and billing-related reports. Payroll, Timecards, and Employee Tracking Review employee timecards and identify missing punches, missed lunches, blank timesheets, absences, or documentation gaps. Assist with payroll preparation by maintaining accurate records and reports. Track PTO, sick time, weekly hours, mileage, attendance patterns, and related employee information as needed. Escalate repeated timecard issues, attendance concerns, or discrepancies between schedules and appointment records. Reports, Systems, and Compliance Generate monthly reports using Microsoft Excel and/or Google Sheets. Run recurring operational reports as assigned. Review reports for discrepancies, missing information, or items needing follow-up. Support compliance with HIPAA, confidentiality expectations, documentation standards, and internal clinic procedures. Troubleshoot basic technology issues as they arise. Order office supplies as needed. Qualifications Required Prior experience in medical office administration, healthcare administration, behavioral health administration, ABA practice administration, billing coordination, business administration, or a related administrative role. Strong organizational skills and excellent attention to detail. Ability to manage recurring deadlines independently. Reliable, punctual, proactive, and able to follow through on tasks. Comfort handling confidential client, employee, billing, and payroll information. Proficiency with Google Drive, Google Sheets, Microsoft Office, Excel, email management, and digital filing systems. Ability to learn new practice management software quickly. Strong written and verbal communication skills. Ability to review reports, identify discrepancies, reconcile information, and ask clarifying questions before errors affect billing, payroll, or operations. Professional judgment when communicating with staff, families, providers, and leadership. A positive attitude and willingness to support a team that works with children and families. Preferred Degree in Business Management, Healthcare Administration, or a related field. Experience in ABA, behavioral health, therapy, medical billing, or school-based service invoicing. Experience with HIPAA expectations or privacy requirements in a clinical setting. Familiarity with practice management systems, billing portals, payer websites, Aloha, HiRasmus, ADP, QuickBooks, AirSlate, or similar systems. Experience with timecard review, payroll preparation, accounts receivable, EOBs, invoicing, claims follow-up, or light bookkeeping. Ideal Candidate The ideal candidate is organized, dependable, discreet, and proactive. They enjoy keeping systems accurate, catching details before they become problems, and supporting a clinical team that serves children and families. This person should be comfortable balancing administrative priorities, communicating professionally, following established systems, and noticing when something needs clarification, follow-up, or escalation. They are detail-oriented, calm under pressure, willing to help where needed, and committed to contributing to a supportive, family-centered clinic environment. Compensation and Schedule Employment Type: Full-time Schedule: In-office Classification: Hourly, non-exempt Pay Range: Based on experience Why Join Us? At Practical Skills Clinic, you will be part of a supportive, trauma-informed ABA clinic that values ethical care, strong communication, organized systems, and a welcoming environment for both families and staff. This role is essential to helping our clinicians, families, and leadership stay organized, informed, compliant, and supported. You will play a key role in keeping the clinic running smoothly so providers can focus on helping children build meaningful skills. Application Instructions Please submit your resume and a brief note describing your relevant experience with healthcare administration, billing, payroll support, office operations, ABA, behavioral health, or medical office settings. Pre-screening questions will confirm relevant experience before interviews are scheduled. Please ensure your resume is current and accurately reflects your background. Attention to Detail Test: When asked, “What is your favorite animal?” please answer: baby elephant.

Responsibilities

Manage daily clinic operations including front-desk coverage, scheduling, and administrative documentation. Coordinate billing processes, insurance claims, payroll preparation, and financial reporting to ensure operational efficiency.