Medical Billing & Accounts Receivable (AR) Follow-Up VA (EHR: Therapy Notes)

Medical Billing & Accounts Receivable (AR) Follow-Up Virtual Assistant (EHR: Therapy Notes)

Industry: Behavioral Health / Mental Health & Counseling Services
Employment Type: Part-Time
Working Days: Monday – Friday
Schedule: 10:00 AM – 2:00 PM Central Time (CST)
Compensation: $5.00 – $7.00 per hour, depending on experience
Potential Growth: Opportunity to increase hours as the practice's needs grow

About the Practice

Our client is an established behavioral health practice providing mental health and counseling services to its patient community. The practice is supported by a small team of dedicated therapists and is looking for an experienced Medical Billing & AR Follow-Up Virtual Assistant who can take ownership of critical billing and insurance follow-up responsibilities.

The immediate priority is addressing a backlog of rejected and outstanding claims, improving reimbursement turnaround times, and creating a more organized billing follow-up process. This position is ideal for someone who is highly experienced with TherapyNotes, understands behavioral health insurance billing, and is comfortable independently investigating and resolving claim issues.

Role Overview

The Medical Billing & AR Follow-Up Virtual Assistant will primarily focus on billing catch-up, rejected claim resolution, AR follow-up, EOB review, and insurance claim status inquiries.

The selected VA will work directly within TherapyNotes and communicate with insurance companies to identify why claims have been rejected, determine the appropriate corrective action, and help move outstanding claims toward successful reimbursement.

There are currently approximately 50 rejected claims requiring attention, making strong billing experience, urgency, accuracy, and follow-through especially important.

As billing operations stabilize, the VA may also assist with administrative reporting, compliance renewals, credentialing, and other practice support responsibilities.

Primary Responsibilities

Medical Billing & AR Follow-Up

• Take ownership of the current billing backlog and systematically work through outstanding and rejected claims.
• Review rejected or unpaid claims within TherapyNotes and determine the reason for rejection, denial, or delayed payment.
• Correct billing discrepancies and resubmit claims when appropriate.
• Prioritize time-sensitive claims to help prevent missed filing and reimbursement deadlines.
• Perform consistent Accounts Receivable (AR) follow-up on outstanding insurance balances.
• Contact insurance companies to obtain claim status updates and determine additional documentation or corrective action required.
• Follow up persistently on unresolved claims until an appropriate resolution or next action is established.
• Document claim status, payer responses, corrective actions, and follow-up requirements accurately.

EOB & Insurance Follow-Up

• Access, review, and interpret Explanation of Benefits (EOBs).
• Investigate insurance rejections, denials, payment discrepancies, and other billing issues.
• Communicate directly with insurance representatives regarding outstanding or problematic claims.
• Identify patterns or recurring billing issues that may be contributing to claim rejections.
• Assist with resolving insurance billing disputes and reimbursement discrepancies.
• Maintain accurate documentation of insurance communications and follow-up activities.
• Support billing issues involving commercial insurance and Medicaid plans, including Blue Cross/Blue Cross Medicaid.

Billing Recovery & Process Improvement

• Help the practice establish a clear and organized process for tracking rejected and outstanding claims.
• Proactively identify claims requiring immediate attention based on filing limits or reimbursement deadlines.
• Flag complicated billing or recoupment issues for appropriate escalation.
• Provide clear updates regarding recovered claims, unresolved balances, and outstanding action items.
• Look for opportunities to reduce future claim rejections through improved billing accuracy and follow-up processes.

Administrative & Compliance Support

Once immediate billing priorities are under control, responsibilities may include:

• Manage a secondary email account used to receive employee reports related to the practice's DCFS contract.
• Coordinate monthly DCFS reports and remind staff members to submit required information on time.
• Assist with administrative email organization and follow-up.
• Support government and organizational compliance requirements, including SAM renewals.
• Track credentialing and other time-sensitive renewal requirements.
• Potentially assist with insurance panel credentialing and re-credentialing.
• Answer or assist with phone calls when needed.
• Support additional administrative projects as assigned.

Requirements

Required Qualifications

• Hands-on experience using TherapyNotes for billing is REQUIRED.
• Medical insurance billing and claims processing experience is REQUIRED.
• Strong experience with AR follow-up, rejected claims, denials, EOBs, and insurance follow-up.
• Ability to independently investigate claim issues and determine appropriate next steps.
• Strong understanding of the insurance reimbursement lifecycle.
• Experience communicating with insurance companies regarding claim status, rejections, denials, and billing discrepancies.
• Strong attention to detail, particularly when reviewing claim information and identifying billing errors.
• Comfortable handling billing disputes and complicated insurance-related issues.
• Knowledge of HIPAA requirements and ability to maintain strict confidentiality when handling patient and practice information.
• Strong written and verbal English communication skills.
• Ability to work independently and manage multiple outstanding claims and follow-up deadlines.

Preferred Qualifications

• Previous experience supporting a behavioral health, mental health, counseling, psychology, or psychiatric practice.
• Experience working with Medicaid and commercial insurance plans.
• Experience handling Blue Cross/Blue Cross Medicaid claims is highly desirable.
• Previous insurance credentialing or recredentialing experience is a plus.
• Familiarity with government compliance processes such as SAM renewals is an advantage.
• Experience supporting small healthcare practices where initiative and independent problem-solving are essential.

Software & Tools

Candidates should be comfortable working with:

• TherapyNotes – REQUIRED (Billing & EHR)
• Email platforms
• Phone/VoIP systems
• Slack
• Salesforce
• WhatsApp
• Skype
• Zoom
• Google Meet
• Other messaging, CRM, and communication platforms as required

Ideal Candidate

We are looking for someone who goes beyond simply checking claim statuses. The ideal candidate understands how to investigate a billing problem, identify what is preventing payment, determine the next action, and consistently follow through until the issue is resolved.

The successful candidate should be:

• Proactive and resourceful – Takes initiative to investigate problems rather than waiting for step-by-step instructions.
• Experienced and confident in billing – Can clearly explain their experience with claims, rejections, EOBs, AR follow-up, and insurance resolution.
• Highly detail-oriented – Carefully reviews claims and documentation to identify discrepancies that could delay reimbursement.
• Persistent with follow-up – Understands that successful AR management often requires repeated insurance follow-up and careful documentation.
• Clear communicator – Provides concise updates and communicates professionally with the practice, insurance companies, and other stakeholders.
• Accountable and organized – Keeps track of outstanding claims, deadlines, follow-up dates, reports, and administrative requirements.
• Solutions-oriented – Focuses on resolving problems and improving processes rather than simply reporting that an issue exists.
• Relationship-focused – Values open communication, trust, transparency, and collaboration with the practice owner.
• Committed long-term – Interested in becoming a dependable member of the practice rather than viewing the role as a short-term assignment.

Immediate Priorities

During the initial phase of the role, the VA will focus heavily on:

1. Billing Catch-Up & Rejected Claims Resolution – Work through the existing backlog of approximately 50 rejected claims and prioritize claims affected by time-sensitive reimbursement windows.
2. AR, EOB & Insurance Follow-Up – Investigate unpaid or rejected claims, review EOBs, communicate with insurance companies, and consistently follow up toward resolution.
3. TherapyNotes Billing Management – Work confidently within TherapyNotes to review billing information, identify rejection causes, make necessary corrections, and support claim resubmission.
4. Billing Organization & Tracking – Establish an organized system for documenting claim statuses, follow-up dates, payer responses, outstanding requirements, and next actions.
5. General Administrative Support – Once urgent billing responsibilities are stabilized, assist with email management, monthly DCFS reporting, compliance renewals, credentialing support, and occasional phone coverage.

What Success Looks Like

Success in this position means helping TP Counseling Center reduce its billing backlog, recover outstanding insurance reimbursements, improve visibility into Accounts Receivable, and establish a reliable billing follow-up process.

The right VA will bring strong TherapyNotes expertise, hands-on insurance billing knowledge, persistence, accountability, and a proactive mindset. As the practice's billing and cash flow stabilize, there may be an opportunity for the role to expand from part-time into additional hours and responsibilities.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.