Job Description

POSITION TITLE: Client and Billing Assistant REPORTS TO: Director of Clinical Training, Office Manager DEPARTMENT: Professional Clinical and Forensic Services HOURS: M-F EMPLOYMENT STATUS: Part Time (20 Hours Per Week), Non-Exempt, benefits eligible POSITION SUMMARY IVAT is a non-profit mental health clinic providing a range of trauma-focused services.  The Client and Billing Assistant will provide administrative support for the IVAT clinic, including scheduling, billing, and client account maintenance.

The successful candidate will be dedicated to providing high quality service to all constituencies of the Institute on Violence, Abuse and Trauma. The candidate will exhibit the highest professional standards and ethical principles and will be committed to the tenets of IVAT's Mission and Vision. DUTIES AND RESPONSIBILITIES:

• This role will be responsible for supporting clinic operations through direct client contact regarding scheduling and billing or payment information. This includes the management of sensitive and confidential client information and data.
  • Managing the clinic’s online referral system and following up with client referrals to obtain additional contact information
  • Being an initial point of contact for clients who are requesting additional information about services or following up on direct client inquiries
  • Coordinating with the clinic therapists and supervisors to help with the assignment of clients to clinicians
  • Maintaining waitlists for client contacts
  • Coordinating with the scheduling of appointments, billing, or other non-clinical related content
  • Processing and tracking payments across multiple spreadsheets and client invoices
  • Following up with clients regarding payment plans for past due account balances
  • Research insurance panels and assist with submitting applications to join preferred provider panels; work directly with credentialing for providers, insurance companies, billing and contracts
  • Verify insurance eligibility and benefits and resolve insurance authorizations and denials
• Other duties may include:
  • Assisting with the purchase of clinical testing materials or clinic supplies
  • Assisting with credit card reconciliations for the clinic related purchases
  • Following up with the clinic staff/clinicians on acquiring de-identified client data for the tracking of service provision rates
  • Assisting in the management and organization of clinic files, testing materials, and office organization

POSITION REQUIREMENTS: EDUCATION

Bachelor’s degree or equivalent professional experience

EXPERIENCE

One year related experience required in billing and administrative duties in a mental health clinic environment

KNOWLEDGE

Knowledge of office administration

Knowledge of billing and invoicing systems

Knowledge of basic office software (Microsoft Office, Outlook, Excel, etc.)

SKILLS

Effective organizational skills

Effective written, verbal, and listening communication skills

Effective customer service skills

Attention to detail and high level of accuracy

Effective stress management techniques

Effective time management techniques

Ability to lift up to 35 pound boxes

Working knowledge of advanced planning; ability to initiate tasks and projects

Possess cultural awareness and sensitivity

Demonstrate sound work ethic

ABILITIES

Ability to maintain a high level of accuracy in preparing and entering information

Ability to maintain confidentiality of records, files, and information related to IVAT services

Ability to follow established procedures and guidelines

Ability to successfully work individually and as a team member

Ability to effectively interface with the public within an organization at all professional levels including staff

Ability to compromise a desired outcome

Ability to effectively communicate verbally, in writing and electronically

Ability to prioritize work tasks and maintain a productive workload

Ability to utilize sound judgement for problem solving; knowledge to know when to consult a supervisor

OTHER REQUIREMENTS:             Prior knowledge in the fields of violence, abuse and trauma             Committed to the mission and vision of IVAT as a social change organization             Maintain a professional appearance and demeanor             Valid California driver license at time of hire BACKGROUND CHECK: Employment is contingent upon successful completion of a background check.  Anti-discrimination Policy: IVAT prohibits discrimination in employment and in its educational programs and activities, including admission or access thereto, on the basis of race, national origin, color, creed, religion, sex, age, marital status, disability, medical condition, veteran status, sexual orientation, gender identify or associational preference.  IVAT is an Equal Opportunity Employer. IVAT will conduct its programs, service and activities consistent with applicable federal, state and local laws, regulations and orders.  This policy is governed by Titles VI and VII of the Civil Rights Act of 1964, the Civil Rights Act of 1991, Title IX of the Education Amendments Act of 1972 Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, the regulations implementing these statutes, and applicable federal and California law. 

Company Description

IVAT is a one-stop shop to address and end violence. We host 2 international summits annually, house 3 academic journals, maintain several research databases, provide program evaluation, consultation, and a wide array of trainings addressing violence, abuse and trauma-- many of which can be used toward specialty certificates and continuing education, and offer vital professional and clinical services to San Diego County and beyond. We believe collaboration across systems is key to putting an end to violence and abuse.