Healthcare Operations & Billing Coordinator

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. 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 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. 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.
• Maintain invoice trackers, payment records, and active client lists. 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. Reports, Systems, and Compliance Generate monthly reports using Microsoft Excel and/or Google Sheets. 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. 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. Strong written and verbal communication skills. 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 Compensation and Schedule Employment Type: Full-time

Schedule: In-office Classification: Hourly, non-exempt Pay Range: Based on experience 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.