Title: Billing and Support Coordinator
Department: Health Updated: 09/2018
Division: Administration FLSA Status: Non-Exempt
Bargaining Unit: AFSCME 1089 Wage Range: Not Available

The Billing and Support Coordinator acts as Electronic Health Records system coordinator for the health department.This position performs moderately complex accounting and clerical work including posting to and maintaining accounts and ledgers; to prepare critical financial data and other records and reports; and to perform general clerical work as required. Performs moderately difficult accounting activities including: accounts receivable, accounts payable, Medicaid, and third party billing, purchasing and other accounting duties.


·         Assist with creating reports unique to the departments.

·         Performs data entry and assures accurate entry for generation of reports to appropriate program entities.

·         Works with internal IT for support of issues outside the scope of electronic health records (EHR) processes (hardware, internet connections, software upgrades etc.) as well as making sure proper controls are in place.

·         Provide ongoing maintenance support through troubleshooting system issues by generating and monitoring support tickets associated with the EHR system.

·         Maintain professional working relationship with the EHR vendor and the QA/Compliance team to ensure all compliance requirements are met for agency’s documentation.

·         Create procedures for Patagonia processes.

·         Act as internal EHR coordinator and liaison with Patagonia.

·         Oversees operation and maintenance of electronic medical record system. 

·         Oversees and educates personnel in the utilization of specific areas within the EHR system relative to their programs.

·         Provides support for performance improvement by coordinating efforts, designing information tools and maximizing information technology support.

·         Provides technical guidance and assistance to end users as required.

·         Identifies information system and data needs for the different departments.

·         Generates and monitors support tickets associated with the EHR system.

·         Submits program enhancements as needed / requested by individual programs.

·         Web-Denis (BCBSM) Administrator.

·         CHAMPS (Michigan Medicaid) domain administrator.

·         All other Third Party Payer access administrator.

·         HEDIS reviews and submit as requested by payors.

·         State of Michigan Single-Sign on system administrator.

·         MCIR support.

·         Perform internal control audits.

·         Supports Accountant with budgetary items as requested.

·         Supports Accountant with State Report requirements related to Accounts Receivable.

  • Compiles, prints, reviews, corrects, and generates bills to third party insurance companies, Medicare, and Medicaid programs.
  • Keeps updated on all state and federal regulations and guidelines pertaining to medical billing and collections as well as rules for Medicaid, Medicare, health plans and insurance contracts.
  • Ensures compliance with the coding, guidelines, and billing rules for the various Department programs and the rules for each payer source for all programs.
  • Serves as liaison with insurance companies related to billing questions and problems.
  • Monitors client accounts through a variety of reports ensuring that proper documents are completed to ensure appropriate client billing.
  • Adjusts and records all related documents, orders, charges for services rendered, and related fees as needed.
  • Determines the actions needed to follow claim collection to completion.
  • Maintains fee agreements and assist staff with the determination of income to establish fees based on sliding fee scale.
  • Verifies insurance coverage and authorizations as needed.
  • Posts cash receipts from Medicaid, insurance, and private pay to appropriate accounts in assigned program areas.
  • Checks for accuracy of payment and credits accounts accordingly.
  • Maintains practitioner’s credentials related to contracts.
  • Creates invoices and collections for all divisions.
  • Is responsible for reconciling petty cash.
  • Is responsible for verification of agency receipts and deposits.
  • Knowledgeable in HIPAA Compliance.
  • Other duties as assigned.

Work is performed under the direction of the Medical Director and Health Administrator.


Instructs and assists clerical staff in the various divisions on issues related to medical billing processes.

Provides data entry and related training. Writes procedures to guide staff on medical billing activities.


·         Associates degree with (5) or more years of related experience required.

·         Bachelor’s degree in Health Services Administration or similar field preferred.

·         At least three (3) years of responsible medical office or accounting experience required; including electronic health records (EHR) management, claims processing specifically for Medicaid/Medicare and third party providers and electronic billing.

·         Strong skills using multiple computer programs including Microsoft office products, and electronic medical record systems.

·         Experience in accounts receivable, supplies, purchasing, inventory control, and office accounting highly preferred.

·         Complex accounts receivable/payable practices, banking procedures, third party billing and private pay processes.  Proficient in accounting software, i.e. Bi-Tech or One Solution. Ability to reconcile financial reports or records; process department payroll; prepare and reconciled journal entries; purchasing procedures. Knowledge of accounting principles, audit standards, budgeting; annual financial reporting; and IRS practices for Federal, State and Local. Knowledge of liability coverage and claims procedures.   

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.

·         Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.                           

Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

·         Ability to demonstrate predictable, reliable, and timely attendance.               

·         Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.                

·         Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                     

·         Ability to learn from directions, observations, and mistakes; and apply procedures using good judgement.                                                                      

·         Ability to use discretion and maintain sensitive and confidential information.   

·         Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.

·         Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                            

·         Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.

·         Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

·         Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook as required.  Proficiency may be tested.     

  • Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.

·         Possess a valid State of Michigan Operator’s License and maintain eligibility to drive as per the County’s vehicle policy throughout employment in this position.

·         Required to report to duty when called upon in the event of a Public Health situation and/or emergency regardless of declaration.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is regularly required to:

·         Speak to others to convey information effectively.

·         Read, interpret and understand procedures, rules, technical information, instructions and manuals.

·         Hear and understand information presented through spoken words and sentences.

·         Specific vision requirement includes close vision, distance vision, color and depth perception.

·         Use hands to operate a computer, handle materials and operate equipment.

·         Push or pull carts, reach with hands and arms forward, above and below shoulder level.

·         Lift, move or carry objects, equipment and supplies weighing up to 50 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

·         Stand and walk, climb stairs.

·         Generally works in a normal office environment.

·         The noise level in the work environment is moderate with many interruptions.

·         Due to the nature of the work hours may include overtime, evenings or weekends.

·         Position may require occasional travel to various County departments and community events.



Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.




It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.