Medical Billing/Administrative Services Coordinator

Description


Position at Los Angeles Special Care Center


Medical Billing/Administrative Services Coordinator


Los Angeles, CA


M-F $28/HR


Full Time


Los Angeles Special Care Center is looking for a Medical Billing/Administrative Services Coordinator, with Bookkeeping-focused administrative hands-on experience in accounts payable/receivable, cash posting, reconciliations, and month-end close in a healthcare setting. The coordinator also supports the day-to-day administrative, operational, and compliance functions of the Facility. The role serves as a central coordination point for front office operations, employee file management, onboarding support, and program tracking. This position is responsible for maintaining organized systems, ensuring timely follow-up on key processes, and supporting both leadership and staff in a fast-paced behavioral health setting.

Essential Functions and Responsibilities

• Assist in the completion of initial and re-authorization requests as needed, including all pertinent documentation necessary for approval

• Research and perform collection activity on accounts, i.e. Creating claims, submission, follow-up, AR Aging review.
• Resident Trust - PCC entry, bank runs, check writing, compliance review, managing snack shack & payday fund distribution., disburse, receipt, and maintain records of resident trust accounts.
• Perform Bookkeeper Assistant functions as necessary or directed, i.e. letters, phone calls, photocopying, etc.
• Be able to read, interpret, and use computer reports to perform your duties
• Assist in completion of admission paperwork as necessary or directed
• Cash Posting - Care Cost payments & County payments posting
• Bi-Monthly Medi-Cal Eligibility Runs - Running & reviewing client Medi-Cal eligibility.
• POC Documentation to Charges Audit

• Month End Closing Process - Balancing cash, completing checklist and reviewing

• Serves as the first point of contact for visitors, callers, and vendors; directs inquiries appropriately.
• Coordinates appointments, including resident-related services (e.g., dental, medical, external visits)
• Maintains organized filing systems for facility, resident, and administrative records.
• Supports daily office operations to ensure efficiency and responsiveness.
• Coordinates new hire onboarding, including scheduling orientation and preparing onboarding materials.
• Maintains employee personnel files in accordance with company standards and regulatory requirements.
• Supports I-9 processing and internal audits to ensure compliance with federal requirements.
• Assists with tracking pre-employment requirements (e.g., physicals, clearances, documentation).
• Serves as a liaison between the Facility and the Support Center for HR-related processes.
• Processes accounts payable (AP), including reviewing invoices for accuracy, coding, and routing for approval in accordance with company procedures.
• Tracks and follows up on outstanding invoices, discrepancies, and required documentation.
• Supports payroll processes by assisting with timecard review, identifying discrepancies, and coordinating corrections with leadership and payroll.
• Assists with new hire setup in timekeeping systems, including clock enrollment and access.
• Maintains daily attendance logs and monitors staffing-related documentation for accuracy and completeness.
• Provides administrative support to ensure timely and accurate submission of payroll and workforce-related data.
• Tracks employee training compliance using Relias, including assignments, completions, and follow-up.
• Generates and distributes reports to leadership to support compliance with training requirements.
• Supports audits by ensuring documentation is complete, organized, and readily accessible.
• Assists with tracking and documentation related to client trust accounts in accordance with policy.
• Supports care coordination activities, including scheduling and documentation follow-up.
• Maintains organizational systems for program documentation and regulatory readiness.
• Provides administrative support to facility leadership to reduce operational burden.

Knowledge, Skills, and Abilities

• Knowledge of electronic medical records systems; PointClickCare preferred.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and ability to learn internal systems (e.g., Relias LMS).
• Strong organizational skills with the ability to manage and track multiple processes simultaneously.
• Ability to maintain accurate records and documentation in accordance with regulatory and company requirements.
• Working knowledge of HR administrative processes, including onboarding, personnel file maintenance, and I-9 compliance.
• Strong attention to detail and accuracy in data entry, auditing, and documentation.
• Ability to handle sensitive and confidential information with discretion and sound judgment (HIPAA/employee data).
• Ability to manage frequent interruptions while maintaining accuracy and organization.
• Effective interpersonal skills with the ability to communicate professionally with residents, staff, vendors, and visitors.
• Ability to de-escalate routine concerns and route issues appropriately to leadership.
• Ability to work independently within established processes while identifying and resolving routine gaps.
• Strong time management skills with the ability to prioritize competing deadlines in a fast-paced environment.
• Ability to remain flexible and adapt to changing operational needs.
• Resident Trust - PCC entry, bank runs, check writing, compliance review, managing snack shack & payday fund distribution.
• Authorization Requests - Frequency depends on when the client admitted.
• Cash Posting - Care Cost payments & County payments posting.
• Bi-Monthly Medi-Cal Eligibility Runs - Running & reviewing client Medi-Cal eligibility.
• Follow up with Conservators & documenting in PCC collection notes .
• POC Documentation to Charges Audit.
• Creating claims, submission, follow-up, AR Aging review.
• Month End Closing Process - Balancing cash, completing checklist and reviewing.

Education and Experience

• High school diploma or equivalent required
• Associate's or Bachelor's degree in business administration, healthcare administration, human resources, or a related field preferred
• Minimum of 2-3 years of administrative, coordinator, or office support experience required; healthcare or behavioral health experience preferred
• Experience supporting HR administrative functions (e.g., onboarding, personnel file maintenance, I-9 processing) strongly preferred
• Experience working with electronic systems (e.g., EMR/EHR, Relias, or similar platforms) preferred

Benefits:


We offer a competitive compensation package, healthcare benefits and excellent career growth opportunities. Health Benefits for full-time employees offered on the 1st of the month following the hire date.


Generations Healthcare was founded upon the belief that caring for the sick, the elderly, and the infirm is a special and sacred stewardship. It is our mission to have this belief reflected in everything we do: in the presentation of our homes, in the professionalism of our staff, and in the daily delivery of care to our residents and their families. It is our purpose that whoever enters a Generations home will be met with kindness, competence and compassion.


Please note: This position requires the successful completion of a background check, pre-employment physical, and drug screening as part of the hiring process.

The Company is an equal opportunity employer and makes employment decisions on the basis of merit. The Company prohibits unlawful discrimination against employees or applicants based on race (including traits historically associated with race, such as hair texture and protective hairstyles), religion, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, reproductive health decision making, gender, gender identity, gender expression, age, military status, veteran status, uniformed service member status, sexual orientation, transgender identity, citizenship status, pregnancy, or any other consideration made unlawful by federal, state, or local laws. The Company also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.