ABA Intake & RCM Coordinator - Willow ABA Services : Job Details

Targeted Start Date: Between March 24-April 7th, 2025 Location Requirement: Must be located in one of the following states: CO, KS, TX, OK, IL, MO, NC, or FL

Willow ABA is seeking an experienced ABA Intake & RCM Coordinator to join and support our team. This position is 100% remote. Our Administrative Support team members play a key role in achieving our mission to make a difference in the lives of children with autism spectrum disorder and their families.

WHY JOIN THE WILLOW ABA TEAM?

As a Willow employee, you will be supported throughout the learning process. We recognize that not all people learn the same way, so much of your training will be individualized to ensure you understand your job prior to being expected to be independent.

Just as we teach our clients to accept differences, we also encourage our staff to embrace theirs. Your differences are not only welcomed, but they are needed!

We don't want this to be just an 8-5 job for you. We want you to continue to grow, learn, and find your passion. When you become a part of the Willow family, you will be cross trained to capitalize on your individual skills and interests by designing new roles and interests that fit your passions. POSITION DESCRIPTION

In the family Intake portion of this position, you will be the first contact for clients looking for services, verify insurance, collect required documentation, and provide a comforting hand-off to our clinical team to schedule assessments for services. The RCM portion of this position is focused on organizing, scrutinizing, and entering data using various billing software. This person will use excellent problem-solving skills to resolve billing issues and ensure timely recovery of underpaid/unpaid insurance claims and cost-share invoices.

Primary Responsibilities (May – August):

• Facilitate the intake process for new patients, gathering relevant information and ensuring complete documentation.
• Establish and maintain relationships with professional groups for referral generation.
• Forecast and maintain reporting on client intake activities across various sites.
• Review and follow up with new client referrals, ensuring timely action.
• Schedule intake appointments and initial assessments; manage reschedules as needed.
• Maintain demographic and payer information in the system.
• Communicate benefit information and updates to clients.
• Maintain activity logs and task management through Central Reach.
• Collaborate with the team to problem-solve barriers to services, ensuring access to care for all families.
• Send welcome emails, return voicemails and emails from clients
• Collect and upload client documentation (e.g., diagnosis reports, insurance cards).
• Ensure adherence to HIPAA regulations and company policies.

Primary Responsibilities (September on): Utilize billing reports to generate and submit electronic insurance claims on a daily basis. This requires exceptional technological skills, extreme attention to detail as well as, impeccable organizational and problem-solving skills. Tasks include, but are not limited to:

INSURANCE BILLING

• Creating and analyzing billing reports for accurate and efficient billing
• Perform secondary scrubbing of claims prior to billing daily to ensure proper compliance and mitigate potential claim issues
• Effectively bill on a daily basis
• Generating insurance claims via practice management software (Central Reach)
• Analyze and interpret explanation of benefits statements and electronic remittance advice

COLLECTIONS

• Follow-up on all underpaid/unpaid insurance claims
• Manage all aspects of large recovery projects including:
• Initial review of flagged claims
• Timely assemblance and execution of recovery plan
• Preparation of progress reporting presented at weekly billing meeting with DO I&P
• Maintain careful records of all recovery efforts and provide status reporting on a monthly basis during standing recovery meetings
• Manage all escalation requests with insurance partners
• Manage preparation, facilitation and follow-up on all partner collections meetings
• Create appeals and escalation efforts when necessary
• Meet with DO I&P regularly with questions and status updates
• Provide monthly collections report of status of all outstanding claims and accounts
• Ensure company has access to up to date financial information
• Complete weekly follow-up on all underpaid/unpaid patient cost-share.
• Facilitate ongoing financial counseling to families with outstanding balances
• Maintain careful records of all recovery efforts and provide status reporting during semi-monthly recovery meetings
• Review/resubmit outstanding claims 30 days after first submission
• Present red flags at Revenue Cycle Management Meetings Monthly with DoI&P, CFO and CEO
• Audit payments for consistent issues to present to insurance representative(s) to prevent large receivables projects

CREDENTIALING

• Complete all necessary steps to credential staff
• Regularly audit all staff members to say ahead of any potential credentialing issues or lapse in expiring documents
• Research and document the everchanging requirements for each insurance carrier to mitigate potential issues before they arise
• Effectively communicate with the appropriate party on notifications of upcoming lapses, due dates, etc
• Expediently submit all necessary documents to insurance carriers to get onboarding employees in network as quickly as possible, ensuring there is no errors in the application prior to submittal

QUOTE OF BENEFITS

• Providing prospective families, a quote of benefits through their insurance carrier, outlining their patient responsibility for services
• Notating any irregularities with their insurance plan or ABA specific requirements such as prior authorizations required, age or service limits, etc
• Verifying all necessary information is completed on their 1500 form submitted and signed

Qualifications for this position:

• Required
  • High school diploma or GED
  • Must reside in one of the following states: CO, KS, TX, OK, IL, MO, NC, or FL
  • Experience in client-facing roles, preferably in healthcare.
  • Familiarity with HIPAA compliance and healthcare industry standards.
  • Extreme attention to detail, must excel at researching, administrative tasking and self-motivation
  • Ability to convey information with compassion & warmth to clients
  • Creative problem-solving
  • Professional written & verbal communication
  • Ability to manage multiple tasks and ensure a high level of service.
• Preferred
  • Bilingual in Spanish and English
  • 2+ years of ABA experience, any ABA experience will be considered
  • Familiarity with Microsoft products
  • 1+ year of experience managing all aspects of insurance billing and collections, *experience with ABA billing strongly preferred*.
  • Familiarity with the components of a CMS 1500 claim form
  • Familiarity with insurance coding (e.g., use of place of service, use of modifiers, etc.)

FULL-TIME EMPLOYEE BENEFITS

• Paid time off (80 hours in your first year)

• 401(k) retirement plan

• Significant collaboration

• Performance incentives

• Health insurance

• Dental insurance

• Vision insurance

• Short- and Long-Term Disability

• Parental Leave

• Company laptop

Schedule: Monday-Friday 8-5pm, one-hour lunch provided Job Type: Full-time

Compensation: Hourly $20-23/hr

At Willow ABA, we value being an Equal Opportunity Employer. We strive to cultivate an environment where individuals can be their authentic selves. Being an Equal Opportunity Employer means every member of our team feels as though they are supported and belong. We value diverse perspectives to help us provide essential mental health and substance use disorder treatments to all young people.

Willow ABA applicants are assessed solely on their qualifications for the role, without regard to disability or need for accommodation. A background check will be required for this position. Must be a U.S. authorized employer. Unfortunately, we cannot sponsor individuals with a work visa now.