Audiology Operations Coordinator

Job Title

Essential Duties and Responsibilities

Revenue Cycle Responsibilities

Post insurance and patient payments accurately and timely.

Reconcile payment postings and identify discrepancies.

Research and resolve payment variances, denials, and underpayments.

Follow up with insurance carriers regarding unpaid or delayed claims.

Communicate with billing staff regarding claim status and payment issues.

Maintain accurate documentation of insurance communications and claim activity.

Assist with accounts receivable management and aging reports.

Ensure compliance with insurance regulations and company policies.

Third-Party Payer Responsibilities

Serve as the primary point of contact for third-party hearing healthcare programs and payers, including TruHearing and other contracted programs.

Verify eligibility and benefits with third-party payers.

Register patients in third-party portals and maintain accurate records.

Submit required documentation and authorizations to third-party administrators.

Monitor pending authorizations and orders to ensure timely processing.

Communicate with third-party representatives regarding patient benefits, claims, denials, payment status, and program requirements.

Resolve payment discrepancies and claim issues with third-party payers.

Maintain knowledge of third-party program guidelines, reimbursement structures, and workflow requirements.

Coordinate with audiologists and administrative staff to ensure compliance with third-party payer requirements.

Track and report third-party activity, outstanding claims, and payment status.

Patient Communication Responsibilities

Answer incoming phone calls professionally and courteously.

Monitor, retrieve, and respond to Certified voicemail messages throughout the day.

Ensure all voicemail messages are addressed promptly and routed appropriately.

Assist patients with questions regarding appointments, billing, and services.

Route calls and messages appropriately to staff members.

Provide excellent customer service and represent Certified in a positive manner.

Marketing Responsibilities

Coordinate marketing efforts for Certified Hearing Aid & Audiology Associates.

Assist with community outreach programs, health fairs, and educational events.

Maintain relationships with physician offices, senior centers, and referral sources.

Assist with social media, website updates, and promotional materials as directed.

Track marketing activities and referral sources.

Support implementation of marketing campaigns designed to increase patient awareness and practice growth.

Administrative Responsibilities

Maintain accurate records and reports related to assigned duties.

Assist with special projects as assigned by leadership.

Attend department meetings and training sessions.

Maintain confidentiality of patient and business information.

Perform other duties as assigned.

Requirements

High school diploma required; associate or bachelor's degree preferred.

Minimum of 2 years of medical office, billing, insurance, customer service, or healthcare administrative experience preferred.

Knowledge of medical insurance, claims processing, and payment posting preferred.

Strong organizational and time management skills.

Excellent verbal and written communication skills.

Proficiency with Microsoft Office and practice management software.

Ability to multitask and work independently.

Strong attention to detail and accuracy.