Department | Operations | Reports To | Operations
Employment Type | Part-Time, 30 hours/week | FLSA Status | Nonexempt
Compensation | $27–$30 per hour, DOE | Work Arrangement | Remote
Position Summary
The Clinical Service Coordinator supports consistent, accurate service delivery by coordinating provider schedules, maintaining billing-ready workflows, and supporting accurate behavioral-health billing and coding. This role serves as the connection point among clinical/medical providers, scheduling, billing, care teams, and operational leadership to ensure services are scheduled accurately, documentation supports the services and codes billed, and billing issues are identified and routed promptly. This is a part-time position scheduled for 30 hours per week, with the potential to increase to full-time hours based on organizational needs and workload.
The ideal candidate brings direct experience working with behavioral-health CPT and HCPCS billing and coding in the Northwest, including practical knowledge of regional Medicaid, Medicare, and commercial payer requirements. Experience with Idaho and Oregon payer environments is especially valuable. The role also requires strong provider-scheduling judgment and the ability to identify patterns that affect access, utilization, documentation quality, and billing accuracy. This is a coordination and operational oversight role; it does not make independent clinical or coding determinations outside the employee’s training or authority.
Essential Responsibilities
Behavioral Health Billing and Coding
- Review scheduled and completed clinica/medical services for charge readiness, including required documentation, authorizations, provider eligibility, patient demographics, and other information needed for clean claim submission.
- Apply working knowledge of behavioral-health CPT and HCPCS coding workflows, including evaluation and management, home or residence services, diagnostic evaluation, psychotherapy, screening, crisis, care-management, support-service, and applicable add-on codes; escalate coding questions rather than making unsupported assumptions.
- Review services, documentation, place of service, modifiers, authorizations, and payer requirements for alignment before billing; flag potential discrepancies for review by the appropriate billing, coding, compliance, or clinical leader.
- Research and coordinate correction of billing edits, rejections, missing charges, authorization gaps, eligibility issues, coding mismatches, and documentation deficiencies.
- Maintain organized billing work queues so unresolved encounters, documentation deficiencies, and coding questions have a documented owner, next action, and due date.
- Identify recurring billing and coding errors and recommend workflow, training, or system changes that improve billing accuracy and reduce avoidable rework.
Provider Scheduling and Capacity Coordination
- Build, maintain, and adjust provider schedules based on availability, credentials, payer participation, facility needs, patient priority, service frequency, travel or telehealth requirements, and approved capacity expectations.
- Confirm that scheduled services match provider scope, location, payer enrollment, authorization status, and operational coverage requirements.
- Monitor cancellations, no-shows, open capacity, overdue follow-ups, and scheduling gaps; coordinate timely rescheduling and backfilling when appropriate.
- Prevent double-booking, incorrect facility or patient assignment, unsupported service frequency, and other scheduling errors that create care or billing risk.
- Communicate schedule changes clearly and promptly to providers, facility contacts, internal care teams, and other affected stakeholders.
Clinical Operations Coordination
- Coordinate provider onboarding and service-readiness items with credentialing, compliance, clinical/medical leadership, people, operations, and billing.
- Track documentation deficiencies and support timely correction while maintaining appropriate boundaries around clinical decision-making.
- Maintain and own accurate data across the EHR, scheduling platform, payer portals, and internal trackers; reconcile inconsistencies and document corrections.
- Support new facility launches, provider transitions, caseload transfers, and service changes with clear scheduling and billing-readiness plans.
- Respond to provider and internal team questions with urgency, professionalism, and documented follow-through.
Reporting, Compliance, and Process Improvement
- Prepare routine reporting on schedule utilization, open capacity, billing holds, documentation deficiencies, coding questions, and other assigned scorecard measures.
- Escalate material access, compliance, documentation, payer, billing, or coding risks to the appropriate leader within established timelines.
- Follow HIPAA, payer, documentation, authorization, and company compliance requirements when handling protected health information and billing data.
- Maintain current standard work, reference guides, and payer-specific instructions; participate in audits and corrective-action follow-up.
- Cross-train team members and provide workflow education to providers and staff within the role’s scope.
Required Qualifications
- Two or more years of hands-on medical billing and coding support experience, including direct behavioral-health, mental-health, or psychiatry billing experience in the Idaho, Oregon area.
- Demonstrated working familiarity with behavioral-health, evaluation and management, home or residence, screening, care-management, and support-service CPT and HCPCS codes, including the codes listed below, and with the documentation, modifier, place-of-service, authorization, and payer rules that affect billing:
99204 | 99205 | 99214 | 99215 | 99344 | 99345 | 99349 | 99350
90833 | 90834 | 90791 | 90792 | 99483 | 96127 | 90785 | Q3014
96372 | 90836 | 99348 | 90837 | 90853 | 99484 | H0036 | 90832
H0038 | T1017 | H2017 | T2002 | 90839 | 90840 | H2014 |
- Working knowledge of Northwest payer requirements and billing practices; experience with Idaho and Oregon Medicaid, Medicare, and commercial payer plans is strongly desired.
- Experience managing provider schedules, recurring appointments, multi-location or facility-based services, and schedule changes in a healthcare environment.
- Experience identifying and coordinating correction of billing edits, rejections, missing charges, eligibility issues, authorization barriers, documentation deficiencies, or coding mismatches.
- Proficiency with EHR and practice-management systems, payer portals, spreadsheets, and electronic communication tools.
- Strong attention to detail, prioritization, written communication, and follow-through in a high-volume environment.
- Ability to protect confidential information and comply with HIPAA and organizational policies.
Preferred Qualifications
- Associate or bachelor’s degree in healthcare administration, business, health information management, or a related field; equivalent experience will be considered.
- Experience supporting outpatient behavioral health, mobile healthcare, long-term care, assisted living, skilled nursing, or multi-state provider operations.
- Familiarity with Medicare, Medicaid, and commercial payer billing, coding, and enrollment requirements.
- Experience with charge reconciliation, billing-error trending, schedule-utilization reporting, provider credentialing dependencies, or workflow auditing.
- Professional billing or coding credential, such as CPC, CPB, or an equivalent certification.
Core Competencies
- Billing and coding follow-through: identifies issues, coordinates correction, and understands how documentation and scheduling decisions affect billing accuracy.
- Scheduling judgment: balances patient access, provider capacity, payer restrictions, facility needs, and operational realities.
- Accuracy and control: catches details before they become compliance issues, denied claims, or disrupted care.
- Cross-functional communication: translates clearly among providers, billing, operations, facilities, and leadership.
- Continuous improvement: identifies patterns, simplifies workflows, and helps prevent repeat errors.
Performance Expectations
Final targets will be established by leadership and may include:
- Percentage of completed encounters cleared for billing within the required timeframe.
- Volume and aging of unbilled or held encounters and unresolved documentation or coding issues assigned to the role.
- Scheduling accuracy, including double-booking and incorrect provider, facility, payer, or patient assignments.
- Provider schedule fill rate, open-capacity management, and timely rescheduling of cancellations or missed visits.
- Timeliness and accuracy of documentation-deficiency follow-up and escalation.
- Reduction in repeat billing, coding, or workflow-error trends within the role’s control.
Work Environment and Physical Requirements
This position primarily performs computer-based work and requires frequent use of telephone, video, EHR, scheduling, billing, and communication systems. The employee must be able to remain in a stationary position for extended periods, communicate effectively, and manage multiple time-sensitive priorities. Occasional travel to company, provider, or partner locations may be required. Reasonable accommodations may be made for qualified individuals with disabilities.
EverCare Mission and Values
EverCare Mobile Health provides compassionate care to individuals living in long-term care settings who are experiencing mental health needs. Team members are expected to demonstrate EverCare’s core values: Help First; Embrace Change; Have Fun, Get Stuff Done; Built on Trust; and Positive Impact.
Equal Employment Opportunity
EverCare Mobile Health is committed to equal employment opportunity and a respectful, inclusive workplace. Employment decisions are made without unlawful discrimination and in accordance with applicable federal, state, and local law. This job description describes the general nature and level of work expected and is not an exhaustive list of all duties. Responsibilities may change based on business and patient-care needs.
This is a remote position.
— Sarah J.
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Marketing Manager
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