Accounts Receivable and Contracts Assistant

Salary Range: $20.00 To $24.00 Hourly Location : Remote (Candidate must be US-based) Salary : $20.00 - $24.00 per hour DOE Job Type : Full-time Schedule : Monday to Friday, 9 AM to 5:30 PM Pacific Time Industry : Behavioral and Mental Health Therapy Services Position Overview We are seeking a Billing, AR, and Contracts Assistant to support billing, revenue cycle, and contracting operations across our clinical and administrative teams. This role is responsible for the accuracy, timeliness, and integrity of billing processes, payer interactions, collections, reporting, and compliance activities. This position supports the end-to-end Accounts Receivable workflow, including claim submission, payment posting, denial management, audit preparation, payer enrollment, rate and code maintenance, and financial reporting. The assistant will also contact funders to establish Single Case Agreements and explore potential new contracts. This requires someone skilled at building and maintaining professional relationships with funders, following up consistently, and ensuring all agreements and processes meet payer and regulatory compliance requirements. The Billing, AR, and Contracts Assistant will serve as a key cross-functional partner to Clinical, Contract Fulfillment (CF), Accounting, and Leadership. They will help ensure services are billed correctly, reimbursements are optimized, payer requirements are met, and teams have reliable, transparent data to support operational and financial decisions. This is a hands-on role requiring strong organizational and systems-thinking skills, close attention to detail, relationship-building abilities, and proactive problem-solving. Key Responsibilities Billing & Revenue Cycle Own and manage all daily, weekly, and monthly billing and AR operations. Oversee full-cycle billing for all payers, including: PHC, SUSD, NVUSD, EL, NBRC, Carelon, Acumen, private pay, co-pay, and co-insurance. Ensure timely and accurate claim submission, payment posting, and reconciliation. Review AR weekly, follow up on outstanding balances, and update deposit and tracking sheets. Analyze and resolve claim denials, rejections, and underpayments. Perform charge validation, charge corrections, and ongoing data integrity checks. Financial Tracking & Reporting Update and maintain: Monthly trended hours for Contract Fulfillment and Accounting. Monthly payments and revenue summaries for Accounting. Prepare AR, revenue, and payer performance reports for leadership and CF review prior to billing. Track payer performance, denial trends, and reimbursement timelines. Funder Relations and Contract Development Contact funders to establish and manage Single Case Agreements (SCAs). Communicate with potential funders to explore and pursue new contracting opportunities. Build and maintain positive, professional relationships with funder representatives. Follow up consistently throughout the contracting and agreement process. Ensure Single Case Agreements and new contracts follow all payer, organizational, and regulatory compliance requirements. Maintain accurate documentation and track the status of agreements, outreach, and contracting opportunities. Audit, Compliance & Risk Management Prepare and support insurance audits, internal audits, FSO audits, and charge validations. Own audit preparation processes, documentation, and follow-ups. Ensure compliance with payer, contractual, and regulatory requirements. Lead discharge process review and billing closure. Systems & Process Ownership Own and maintain billing workflows across NPA and SimplePractice. Support appointment verification, billing readiness, and system troubleshooting. Identify inefficiencies, risks, or breakdowns in billing workflows and implement improvements. Develop, document, and refine SOPs for billing and AR processes. Cross-Functional Collaboration Serve as the primary billing partner to: Clinical Team Contract Fulfillment Team Accounting Admin and Operations Provide guidance and support to teams regarding billing requirements, documentation, and timing. Support with co-pay and co-insurance billing and follow-ups. Support teams with client billing inquiries, payment plans, and billing education. Client & Payer Communication Handle escalated client and payer billing inquiries professionally and ethically. Communicate with payers and clients regarding pending claims, discrepancies, and resolutions. Maintain a high standard of service, professionalism, and confidentiality. Requirements High school diploma or GED required; Associate’s or Bachelor’s degree preferred. Reliable internet, personal work computer, and a professional remote work environment. Ability to work 9:00 am – 5:30 pm Pacific Time, with flexibility to work evenings during peak periods. Ability to work consistently within the Pacific Time Zone. Qualifications 3+ years of experience in medical billing, accounts receivable, or healthcare administration. Experience in an ABA or behavioral health setting strongly preferred. Strong proficiency in Excel (formulas, pivot tables, data analysis, tracking). Experience with billing systems and EHRs (NPA, SimplePractice, or similar). Strong organizational, analytical, and problem-solving skills. Excellent written and verbal communication skills. Ability to handle sensitive and confidential information with discretion. Proficiency in Microsoft Office and Google Workspace. Ability to manage multiple priorities, deadlines, and stakeholders simultaneously. Why Choose BTS? At BTS, you’ll find a long-term career with mentorship, training, and growth opportunities. We collaborate with compassion and respect individuality, fostering an environment where everyone can thrive and grow. Pay & Benefits 6 paid holidays after one year of employment Accrued Sick time Shadowing opportunities and hands-on mentorship to build confidence Medical, dental, and vision insurance (for employees working 30+ hrs/week) 401(k) retirement plan, for those who have accrued 1000 hours of service within 12 months. Aflac supplemental insurance options (for employees working 30+ hrs/week) LifeCare Employee Assistance Program: includes free confidential counseling, referrals, and wellness resources LifeMart Employee Discount Program: exclusive savings on everyday purchases and services Access to tuition and scholarship discounts with partner universities. About Us BTS is a leader in Behavioral and Mental Health care and a pillar in the communities we serve. We are a privately owned agency based in California. Founded in 2015 by a BCBA and a Marriage and Family Therapist, we serve children and families across multiple counties through behavior therapy, family support, and skill-building programs.