BILLING SUPERVISOR

MAIN FUNCTION

The Billing Supervisor is responsible for the overall management, performance, compliance, and effectiveness of the agency's billing and accounts receivable operations.

The Billing Supervisor provides leadership and direction to the Senior Billing Specialist and Billing Clerks and is accountable for department performance, staff accountability, billing processes, reimbursement, compliance, and accounts receivable outcomes.

The Billing Supervisor establishes department workflows and performance expectations, monitors results, resolves complex issues, and ensures billing staff have the training, resources, and direction necessary to perform effectively.

DUTIES & RESPONSIBILITIES

Department Leadership & Supervision

• Supervise and manage the Senior Billing Specialist and Billing Clerks.
• Establish departmental priorities, workflows, procedures, and performance expectations.
• Monitor productivity, accuracy, timeliness, and quality of work.
• Provide coaching, feedback, evaluations, and corrective action in accordance with agency policy.
• Address performance, attendance, conduct, staffing, and workflow concerns.
• Determine staffing, workload distribution, and coverage needs.
• Ensure appropriate training, cross-training, and continuity of operations.

Billing & Accounts Receivable Oversight

• Maintain overall responsibility for insurance and client billing from claim submission through reimbursement.
• Oversee Medicaid, Medicare, Commercial Insurance, Sliding Scale, client billing, and other reimbursement sources.
• Monitor accounts receivable, aging, collection rates, denials, recoups, and outstanding balances.
• Review billing and clearinghouse reports for trends, discrepancies, and areas requiring intervention.
• Direct resolution of significant, complex, or recurring billing issues.
• Ensure claim follow-up, secondary billing, payment posting, and collection processes are effective.
• Approve significant adjustments, write-offs, refunds, and other financial transactions within established authority.

Compliance & Payer Oversight

• Maintain overall responsibility for billing compliance and applicable payer and state requirements.
• Monitor changes to Medicaid, Medicare, Commercial Insurance, and other reimbursement requirements.
• Ensure required documentation, Medicaid site visits, audits, and compliance activities are completed timely.
• Maintain oversight of payer portals, credentials, reconsideration systems, and other billing resources.
• Participate in significant payer meetings, trainings, Town Halls, and compliance activities.
• Communicate relevant payer and regulatory changes to billing staff.

Reporting, Month-End & Quality Improvement

• Oversee monthly billing and accounts receivable closeout and reconciliation.
• Review billing reports and metrics and identify trends affecting reimbursement.
• Provide billing information and reports to agency leadership and Finance.
• Oversee grant billing spreadsheets and related reporting.
• Establish and monitor quality-control processes.
• Identify and implement improvements to billing efficiency, reimbursement, productivity, and accounts receivable performance.
• Lead billing-related special projects and recommend improvements to leadership.

Front Desk & Interdepartmental Coordination

• Provide oversight of front desk processes that affect billing and reimbursement.
• Coordinate with Front Desk, Finance, Clinical, and other departments to resolve reimbursement issues.
• Identify recurring registration, insurance, eligibility, authorization, or client-balance issues and implement corrective processes or training.
• Ensure appropriate communication and coordination between the billing department and other departments.

Other Responsibilities

• Serve as the primary escalation point for complex billing issues.
• Maintain confidentiality of client and agency information.
• Ensure compliance with all Heartland Counseling Services, Inc. policies and procedures.
• Serve as a liaison for customer relations and assist clients with billing questions and concerns.
• Perform other duties and special projects as assigned.

ROLE OWNERSHIP

The Billing Supervisor owns department-wide billing performance and outcomes and is accountable for:

• Department billing and accounts receivable performance.
• Staff supervision, accountability, and development.
• Billing policies, procedures, and workflows.
• Compliance and regulatory oversight.
• Department quality control.
• Complex and escalated billing issues.
• Month-end and reporting oversight.
• Payer relationships and significant payer issues.
• Overall reimbursement and collection effectiveness.
• Process improvement and corrective action.

The Billing Supervisor does not need to perform routine billing transactions personally. Daily claim processing, payment posting, denial follow-up, data entry, and other transactional responsibilities are primarily performed by Billing Clerks and the Senior Billing Specialist.

REQUIRED SKILLS & ABILITIES

• Strong knowledge of medical billing, insurance reimbursement, accounts receivable, and collections.
• Experience with Medicaid, Medicare, Commercial Insurance, and third-party reimbursement preferred.
• Experience with EMR software, Excel, and medical billing/coding.
• Demonstrated supervisory or management experience.
• Strong analytical, organizational, leadership, and problem-solving skills.
• Ability to interpret reports and identify reimbursement trends.
• Ability to establish and enforce procedures and performance expectations.
• Ability to coach, develop, and hold staff accountable.
• Strong communication and interpersonal skills.
• Ability to make sound decisions and appropriately escalate issues.
• Ability to maintain confidentiality.
• Must comply with all Heartland Counseling Services, Inc. policies and procedures.
• Valid driver's license and insurable driving record required.

EDUCATION & EXPERIENCE

• Associate's degree in billing, coding, healthcare administration, business administration, or related field required; bachelor's degree preferred.
• Minimum of 3–5 years of medical billing, healthcare reimbursement, or related experience.
• Prior supervisory or management experience preferred.
• Medicaid billing and/or credentialing experience strongly preferred.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting and working at a computer.
• Must be able to lift up to 15 pounds at times.

***Employees of HCS may qualify for student loan repayment options!***