Office Assistant / Billing Assistant

Advanced Decision Vectors, LLC

Alexandria, VA

Alexandria, VA
30+ days ago


This position is a part of the BirthCare Team that provides administrative support for the services offered at BirthCare Women’s Health.  This position assists the Medical Biller with providing billing services for the practice so that the midwives can get reimbursed for services rendered.  This includes following-up with insurance companies and clients on rejected claims and verifying benefits. This position serves as a resource for clients with insurance questions and assists the governing body with financial planning as needed.  Additionally, this position provides office assistant, clerical, and administrative support as part of the Front Office Team.  Persons in this position must be a Team Player and project a professional image during in-person and telephone interactions with clients, staff, students, and business associates.


  • Assist clients with understanding the process of reimbursement for services rendered
  • Ensure clients have copies of insurance information in charts (i.e., insurance cards/ID)
  • Ensure insurance information sheets are completed in charts
  • Take payments from clients when checking out
  • Enter insurance information in MacPractice
  • Answering billing inquiries from clients or potential clients
  • Post payments to client’s charts
  • Check schedule for outstanding balances to be collected from clients


  • Verify benefits and insurance coverage
  • Follow-up on rejected claims
  • Assist Medical Biller with sending statements for outstanding balances
  • Assist Medical Biller with sending out bills to insurance companies


Representing BirthCare to the Community

  • The BirthCare is a 24-hour facility – environment (including kitchen & exam rooms) should be neat, clean, and well organized at all times
  • Answer phones politely and promptly
  • Provide basic information regarding BirthCare’s services
  • Refer information requests to the on-call midwife
  • Enter initial contact information into MacPractice System when clients inquire about services
  • Refer interested potential clients to BirthCare’s website for additional or historical information
  • Schedule a date for interested clients to attend BirthCare Beginnings: Info & Tour Sessions
  • Keep bulletin boards updated and neat
  • Provide childbirth related resources to interested persons
  • Manage and triage incoming calls and refer to the on-call midwife as appropriate
  • Schedule appointments and notify the office manager or director if unable to schedule appointment within 2 weeks
  • Add clients to EHR and Send Welcome Email

Preparation of Office Before Clients Arrival

  • Turn on the lights
  • Open the door, blinds, and curtains
  • Weather pending, put out the outdoor table and chairs
  • Make sure the bathrooms are cleaned and stocked
  • Make sure exam rooms are cleaned and stocked - ready for clients

Management of Office Hours

  • Greet clients as they walk in the door and provide clipboard and/or chart  with superbill
  • Invite and instruct clients to obtain and record their BP, P, weight, and to empty their bladder
  • Be aware of clients waiting for a specific midwife and communicate with that midwife
  • Check out Clients by reviewing midwife notes on the superbill and according to the procedure for their gestational age
  • Anticipate payment plan obligations
  • Assure that client has necessary instructions, handouts, and referrals
  • Post charges and payments
  • Verify benefits, as needed
  • Answer basic insurance questions.
  • File charts
  • Prepare deposits as directed by director
  • Post insurance check payments on client’s account

General Office Procedures

  • Add client to EHR
  • Email Welcome Letter to new clients before appt. and instruct them to complete intake forms
  • Enter client into EDD database
  • Enter PDR and statistics
  • Schedule future appointments
  • Assure charges posted accurately
  • Code claims appropriately
  • File insurance claims as directed by the Medical Biller
  • Access to electronic medical records and document as needed
  • Review EDD list monthly to assure all births are billed
  • Review and post payments from EOBs and remittance statements
  • Follow-up on insurance receivables, appeals, and denials
  • Establish contacts with claims representatives from insurance carriers
  • Send statements monthly as directed by the Medical Biller
  • Be available as a resource for billing and collections for both administrative and professional staff
  • Verify insurance benefits before client comes for initial visit and at 35-36 weeks gestation
  • Pre-certify births with insurance company
  • Check status of claims as directed by the Medical Biller
  • Follow-up on past due accounts
  • Provide input into maintaining office systems

Closing the Office

  • Take out all the Trash
  • Tidy the waiting room and put toys away
  • Close the blinds and curtains
  • Turn heat down to 65ºF in winter and air conditioning up to 80º in summer
  • Make sure that the doors are locked and set the alarm if you are the last to go

Back-up Responsibilities: Your position will provide back-up to your other Administrative Team Members, the Office Assistant/Clinical Technician and the Office Assistant:

Everyone is responsible for:

  • Making sure the bathrooms are cleaned and stocked
  • Making sure exam rooms are cleaned and stocked
  • Answering phones politely and making appointments
  • Maintaining inventory
  • Putting away supplies
  • Moving laundry
  • Checking clients out according to the Checkout Procedures below:

Gestational Age Checkout Procedures

  • NOB Checkout Procedure
      • Review midwife notes on superbill
      • Obtain all NOB forms from client (AABC/PDR, HIPPA, Student Consent, General Consent, and Genetics
      • Obtain labs as indicated
      • Create and note PDR
      • Ensure transfer records are present or complete records release
      • Obtain copy of license and insurance card
  • 28-36 Week Checkout
      • Review midwife notes on superbill
      • Ensure 28 weeks labs are complete and recorded
      • Give Blue Birthday Planning Folder
      • Schedule Birthday Planning Meeting
      • Schedule remaining office visits
  • 36-37 week tasks (complete as much as possible before client seen for appt):
  • Provide client with copy of chart, return appointments (thru the end of the pregnancy), fetal movement chart, and lab forms for Rh Neg,
  • Confirm correct address is in EHR and have client confirm their address is GPS accessible
  • Encourage client to provide copy of their Birth Plan or upload Birth Plan into EHR
  • Assure client has supplies for birth
  • Confirm insurance coverage
  • For home birth clients, provide full oxygen tank with tubing and record on oxygen log, antiseptic solution, and antibiotic eye ointment
  • Update billing/payment plan


  • 1-2 years of experience as a billing assistant
  • Strong knowledge base in CPT & ICD-10 Coding
  • Strong knowledge base in health care billing
  • Computer skills to include medical billing systems, word processing, and spreadsheets
  • Team Player and strong interpersonal skills
  • Solid communication skills
  • Arrives to work on time and every day
  • Maintains a positive attitude and professional demeanor in stressful situations (i.e. tone of voice and body language)
  • General knowledge base in childbirth issues
  • Knowledge base in out-of-hospital birth
  • Basic computer skills
  • Organizational skills
  • Basic bookkeeping skills
  • Good organizational skills
  • CPR Certification is a plus


  • Supervised by Medical Biller and Director


  • Category I (may routinely have contact with blood or other infectious materials)

BENEFITS (eligible after 90 day probationary period for full-time employees):

  • 2 weeks vacation (leave accrues 2 days per quarter for the first 2 quarters and 3 days per quarter for the second 2 quarters).
  • Sick leave as needed (if abused, will be addressed with the individual employee)
  • Continuing education to enhance job performance
  • Health insurance, if needed
  • Simple IRA after 2 years employment

We are an Equal Opportunity Employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, disability or veteran status.