Billing Clerk

Job Description

Job Description

Position Description

Position Title - Billing Clerk

Status - Full-time, Non-Exempt

Reports To - Billing Manager

Supervises – None

Position Summary

The Billing Clerk supports all agency programs and EPSDT Medi-Cal billing operations by ensuring accurate and timely billing, maintaining client records and accounts, and providing administrative and reception support. This position contributes to efficient agency operations, billing compliance, and effective delivery of services throughout the organization.

Essential Duties and Responsibilities

• Create new client charts and establish client accounts within the agency’s Electronic Health Record (EHR) system and county billing system.
• Verify and monitor client Medi-Cal eligibility on a monthly basis to ensure uninterrupted billing and reimbursement.
• Audit billing logs, work queues, and client records to ensure the accuracy, completeness, and compliance of billing data. 
• Assist with month-end billing reconciliation activities, identify and resolve discrepancies from the previous month's billing, and revise billing services and audit findings for review by the Billing Manager.
• Assist clinical staff with correcting and revising progress notes in the Electronic Health Record (EHR) system and county billing system (ccLink). Work collaboratively to resolve documentation deficiencies, ensure accurate and complete records, and support compliant and timely Medi-Cal billing.
• Enter approved billing information into the county billing system for services supported by completed and approved clinical documentation.
• Prepare client records for closure, archiving, and storage in accordance with agency policies and regulatory requirements.
• Process client discharges and account closures within the county billing system and Electronic Health Record (EHR) system.
• Answer and route incoming telephone calls, provide information as appropriate, and take accurate messages.
• Greet clients, families, community partners, and visitors in a professional, courteous, and culturally responsive manner.
• Maintain a clean, organized, and welcoming reception area, including a developmentallyappropriate environmentfor children ages 0–8, and ensure required notices and informational materials remain current.
• Monitor, maintain, and replenish clinical forms, office supplies, and administrative materials as needed.
• Safeguard confidential client information and comply with all HIPAA, Medi-Cal, agency, county, state, and federal privacy requirements.
• Maintain client records in accordance with applicable agency, county, state, and federal regulations and standards.
• Attend Clerical Operations Group (COG) meetings, county trainings, and other assigned meetings to remain current on billing requirements, procedures, and system updates.
• Participate in agency meetings, trainings, All-Staff meetings, and organizational events to support collaboration and effective communication.
• Assist with client chart audits, quality assurance reviews, and compliance-related activities as assigned.
• Provide clerical and administrative support to all agency programs and EPSDT Medi-Cal billing operations.
• Perform other duties and special projects as assigned.

Minimum Qualifications

Fluency in both English and Spanish. 

Bachelor's degree (B.A. or B.S.) from an accredited college or university. 

Minimum of three years of administrative or general office experience, preferably in a behavioral health, medical, or human services setting. 

Proficiency with Adobe Acrobat Pro and Microsoft Office applications, including Word, Excel, and Outlook.

Ability to quickly learn and effectively utilize the agency's electronic health record and county billing systems. 

Successful completion of Department of Justice (DOJ), Federal Bureau of Investigation (FBI), and child abuse background clearances as required by law. 

Preferred Qualifications

• Previous experience with medical records, behavioral health records, or medical billing. 
• Experience with California Medi-Cal specialty mental health billing systems. 
• Experience using electronic health record (EHR) systems, such as Caminar.
• Familiarity with EPSDT and Specialty Mental Health Services documentation requirements. 

Physical Requirements

Must be able to sit, stand, walk, bend, reach, and crouch throughout the workday. Must be able to work effectively in a fast-paced office environment with frequent interruptions, regular computer use, and occasional moderate noise levels.