Clinic Administrative & Billing Coordinator

Clinic Administrative & Billing Coordinator

Location: North Liberty, IA

Full-Time | Onsite

We’re assisting a respected and growing therapy clinic in North Liberty in their search for a Clinic Administrative & Billing Coordinator to help keep their practice organized, welcoming, and running smoothly each day.  

We’re looking for someone who is highly organized, energized by staying busy, and great at multitasking. The role is ideal for someone who takes pride in helping both therapists and families have a smooth, positive experience each day. 

This position serves as an operational hub for the clinic — supporting patient scheduling, coordinating intake paperwork, assisting with patient flow, and helping manage billing and insurance processes. The role blends morning patient coordination and front-office support with afternoon administrative and billing work, making it ideal for someone who enjoys balancing people interaction with detail-focused administrative tasks. 

The person in this role will work independently, anticipating needs and ensuring that front-office processes, scheduling, and billing workflows stay organized and running smoothly.  In a small administrative team, both the daily patient workflow and the accuracy of billing and insurance processes are essential to keeping the clinic running smoothly. 

The right person will enjoy staying active throughout the day, taking initiative, and keeping both people and systems moving forward.

Key Responsibilities

Office Administration & Patient Coordination (Approx. 60%)

• Oversee and support patient scheduling, cancellations, and rescheduling


• Coordinate and track patient intake paperwork and documentation


• Prepare patient charts and treatment rooms for evaluations 


• Maintain accurate patient records and update information in the clinic’s practice management system


• Communicate scheduling updates and next steps with families


• Ensure front desk administrative processes are handled consistently and efficiently


• Help oversee daily front-office workflow and ensure administrative tasks are completed consistently and efficiently

Billing & Insurance Coordination (Approx. 30%)

• Submit therapy charges and maintain billing documentation


• Review insurance remittances and flag unpaid or denied claims for follow-up


• Work with the clinic’s billing/insurance specialist to track and resubmit outstanding claims

• Handle day-to-day billing tasks and insurance coordination to keep claims moving through the system


• Complete insurance verifications

• Maintain organized records of billing questions, claim status, and follow-up items


• Coordinate monthly billing processing for co-pays, coinsurance, and deductibles with the billing specialist


• Communicate billing questions or complex insurance issues to the clinic’s billing specialist to ensure accurate resolution

Administrative Oversight & Process Support (Approx. 10%)

• Ensure the waiting room and clinic entrance remain organized, welcoming, and family-friendly


• Help identify scheduling, intake, or billing process improvements


• Monitor scheduling patterns to help improve clinic efficiency and patient access


• Support implementation of administrative procedures as the practice continues to grow


• Take ownership of ensuring daily administrative operations run smoothly


• Help coordinate daily administrative workflow and communicate priorities with front desk team to ensure tasks are completed

Qualifications

• Bachelor’s degree preferred, or 5+ years of office administrative experience (experience with insurance, medical billing, or accounts receivable is a plus)


• Strong communication and customer service skills with the ability to interact professionally with families, therapists, and staff


• Proficiency with computers, scheduling systems, and administrative software (experience with healthcare or practice management systems is a plus!)


• Demonstrated ability to stay organized, manage multiple priorities, and take ownership of administrative processes in a busy environment


• Ability to work independently, take initiative, and ensure scheduling, intake, and billing processes stay organized and moving forward 


• Experience managing real-time multitasking in a busy front-office environment — balancing phones, patients at the desk, and administrative work while staying organized and composed


• Friendly, polished, and professional demeanor with a positive and proactive attitude


• Ability to pass a background and financial check and maintain strict patient confidentiality

Schedule

Typical hours are 7:30 AM – 4:00 PM, Monday through Friday.

• Reliability to open the clinic each morning is essential.


• Potential room for flexibility for end of day/shift hours.

Morning hours focus on patient coordination and front desk responsibilities, while afternoons allow dedicated time for billing, insurance follow-up, and administrative tasks.

Growth Opportunity

As the clinic continues to grow, this role will have opportunities to expand responsibilities and deepen expertise in areas such as scheduling coordination, insurance processes, billing workflows, and administrative systems that support both therapists and families.

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