We are seeking a detail-oriented Client Care & Billing Coordinator to support our insurance billing, client communications, and administrative operations.

At Mindful Oregon Clinic, we’re committed to creating a smooth, supportive, and compassionate client experience. We are seeking a detail-oriented Client Care & Billing Coordinator to support our insurance billing, client communications, and administrative operations.

This role begins remote and will transition to in-person at one of our Portland or Beaverton offices.

• Part-Time (9 AM–1 PM • Monday - Friday)
• 1099 Contractor • $24/hr
• Potential transition to W2 as responsibilities expand

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Key Responsibilities

Client Intake & Communication

• Answer incoming calls; return messages promptly
• Complete client intake and verify client information
• Send follow-up texts and emails to clients
• Ensure clients upload the required documentation into the EHR
• Make sure all clients have a next appointment scheduled
• Manage waitlists and reach out when openings become available

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Scheduling & Coordination

• Schedule, reschedule, and cancel appointments
• Coordinate with clinicians to keep calendars accurate
• Support smooth clinic operations on a daily basis

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Insurance Verification & Billing

• Submit claims and superbills to insurance companies
• Follow up on unpaid, delayed, or denied claims
• Perform rolling eligibility checks every 90 days
• Verify insurance coverage and benefits for new/existing clients
• Complete insurance forms and required payer paperwork
• Prepare billing reports and maintain spreadsheets
• Resolve claim issues, including:
• – Refund processing
• – Recoupments
• – Coordination of Benefits (COB) issues

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Administrative Support

• Attend daily stand-up meetings
• Prepare and update administrative and billing reports
• Prepare and publish simple blog posts (content provided)
• Assist with other administrative tasks that support clients and clinicians

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Qualifications

Required

• Must be local to the Portland/Beaverton area
• At least 3 years of experience in medical or mental health administration
• Experience with insurance verification, benefits checks, and claim workflows
• Strong communication (phone, email, text) and client service skills
• High attention to detail and follow-through
• Tech proficiency: EHR, Google Workspace, spreadsheets, texting platforms
• Ability to work independently and maintain HIPAA compliance

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Preferred Certifications

• Certified Medical Reimbursement Specialist (CMRS)
• Certified Professional Biller (CPB) – AAPC
• Certified Billing & Coding Specialist (CBCS) – NHA
• Medical Administrative Assistant (CCMA/MAA)
• HIPAA compliance certification
• Training with insurance portals (Availity, Optum, OneHealthPort)

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Preferred Experience

• Billing for mental health or primary care
• Familiarity with OHP (Trillium, CareOregon), Providence, Regence, Moda, Aetna, UHC
• Knowledge of denial management and claim troubleshooting

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Compensation

• $24/hour (1099 contractor rate)
• Part-time: 4 hours/day, Monday–Friday
• Opportunity for expanded hours and W2 employment as the role grows