Medical Administrative Coordinator

Medical Administrative Coordinator - Exact Billing Solutions (EBS)
Lauderdale Lakes, FL - On-site

Who We Are

Exact Billing Solutions is a unique team of revenue cycle management professionals specializing in the substance use disorder, mental health, and autism care fields of healthcare services. We have extensive industry knowledge, a deep understanding of the specific challenges of these markets, and a reputation for innovation. With our proprietary billing process, EBS is the oil that brings life to the engines of its partner healthcare companies.


EBS is poised for exponential growth, and we are building out our teams to support the expansion of global operations.


Part of the ICBD family office portfolio, Exact Billing Solutions combines entrepreneurial speed with the financial discipline of a self-funded, founder-led organization. Our growth reflects a proven ability to solve complex healthcare challenges with operational precision, scalable systems, and client-first innovation.


Our Origin Story

Exact Billing Solutions was launched to address one of healthcare's most persistent challenges: the burden of billing and insurance administration on providers. With firsthand knowledge of how inefficiencies in revenue cycle management drain resources from patient care, our founder built a company dedicated to removing obstacles, accelerating cash flow, and delivering peace of mind to clients across specialties.


Recognition & Awards


Exact Billing Solutions contributes heavily to the success of the broader ICBD family office ecosystem and benefits from the recognition awarded to other portfolio companies, including:

• Inc. 5000, 2024 - Top 5 Fastest-Growing Private Companies in America (ABA Centers of America)

• EY Entrepreneur Of The Year® U.S. Overall

• Florida Trend Magazine - 500 Most Influential Business Leaders

About the Role

The Medical Administrative Coordinator provides clerical, administrative, and data entry support to the Utilization Review (UR) and Single Case Agreement (SCA) departments. This position follows defined procedures, workflows, and departmental guidelines to verify, upload, and maintain accurate documentation for client records and tickets. Responsibilities include scheduling peer reviews or calls with clients, Patient Advocates, or Utilization Review staff; contacting providers and insurance companies for authorization status updates; and entering and maintaining data such as payor information, dates of service, rates, and CPT codes. The Authorization Support Specialist does not set policy, negotiate terms, make binding decisions, or exercise discretionary authority.

The principal functions of the position identified shall not be considered as a complete description of all the work requirements and expectations that may be inherent in the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.


POSITION ESSENTIAL DUTIES & RESPONSIBILITIES

General Administrative & Clerical Functions

• Provide clerical and administrative support to UR and SCA departments.
• Enter, update, and maintain data in internal systems, trackers, logs, and electronic files.
• Prepare, verify, organize, and upload documentation in accordance with established procedures.
• Maintain accurate and complete records, tickets, and files.

Utilization Review (UR) Administrative Support

• Enter and update authorization and determination information as provided.
• Conduct authorization status checks via payor calls and portal access.
• Accurately document determination outcomes without interpretation.
• Monitor ticket queues and aging reports to identify items requiring follow-up.
• Escalate unresolved or out-of-scope issues to leadership as directed.

S ingle Case Agreement (SCA) Administrative Support

• Maintain and update SCA tickets, files, spreadsheets, and tracking tools.
• Assist with in-network vetting by gathering and organizing required information.
• Enter and update authorization-related data such as codes, effective dates, and rates as directed.
• Support recurring administrative tasks and priority SCA projects.

Data Integrity & Quality Assurance

• Verify accuracy of dates, codes, rates, and required fields per established standards.
• Correct clerical errors within scope and escalate discrepancies when necessary.
• Perform routine quality checks to ensure data accuracy, completeness, and consistency.

Systems & Tools

• Utilize internal proprietary systems in accordance with training and procedures.
• Use Microsoft Excel for tracking, sorting, filtering, and maintaining data.
• Maintain organized electronic records in compliance with company policies.

Special Assignments

• Complete additional administrative tasks and special projects as assigned by management, following provided instructions and deadlines.

Requirements

• High school diploma or equivalent.
• Two years of clerical experience, including at least one year working with medical terminology and recordkeeping systems preferred.
• Strong working knowledge of Microsoft Excel.
• Ability to learn and navigate internal systems.
• Strong attention to detail and ability to follow standardized procedures.
• Ability to manage workload, meet deadlines, and follow direction.
• Willingness to complete drug and background screenings.

Benefits

• 21 paid days off (15 days of PTO, which increases with tenure, plus 6 holidays).

• Flexible Spending Account (FSA) and Health Savings Account (HSA) options.

• Medical, dental, vision, long-term disability, and life insurance.

• Generous 401(k) with up to 6% employer match.

Exact Billing Solutions (EBS) Culture

Integrity. Dependability. Attention to detail. All our team members exhibit these qualities when it comes to doing business. And when it comes to the business of supporting a team, as a company, we offer no less to our team members. We're a fast-paced, growing company delivering services that allow our clients to spend more time helping people. At the end of the day, it's people, not numbers, that drive our success.


Exact Billing Solutions participates in the U.S. Department of Homeland Security E-Verify program.