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Billing Specialist (Part-Time, 1099 Contractor)

Position Overview:

The Billing Specialist is a critical member of our team who ensures the financial systems of the practice run smoothly and transparently. This part-time contractor role involves managing insurance claims and billing, client balances, clinician payroll, and financial reporting. The Billing Specialist will also liaise directly with insurance providers, onboard new clinicians to billing processes, and support both the CEO and Clinical Lead in maintaining the financial health of the practice and individual provider accountability.

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Company Description:

Colors of Austin Counseling is a mission-driven group practice offering inclusive, trauma-informed therapy services both online and in person across the state of Texas. Our team of 14 clinicians is committed to client-centered care and social justice-informed practice. We are seeking a proactive, detail-oriented Billing Specialist to support and safeguard the financial operations of our growing practice.

Responsibilities:

Insurance Billing & Claims Management

Submit and manage insurance claims (primarily Aetna and BCBS) via our EHR system (SimplePractice)
Follow up on claim denials and rejections, including calling insurance companies to resolve issues efficiently
Maintain thorough records of communication with insurance carriers and escalate unresolved issues as needed
Ensure compliance with payer requirements and timely submission of all claims

Client Billing & Benefits Coordination

Verify insurance benefits for all incoming clients who plan to use insurance for therapy services
Accurately calculate client responsibility (copay, coinsurance, deductible) and communicate with clients
Follow up with clients regarding outstanding balances, initiate and manage payment plans, and address billing concerns in a timely, compassionate manner
Manage all invoicing, billing, and payments from external partnerships and payors, ensuring timely and accurate processing in alignment with contractual agreements.

Payroll & Contractor Compensation

Run biweekly payroll and issue payments for all clinicians based on completed sessions
Track session counts and clinician earnings to ensure accuracy and transparency
Resolve any payroll discrepancies in collaboration with clinicians and leadership

Financial Reporting & KPI Tracking

Generate and analyze weekly, monthly, and quarterly financial reports to assess overall practice health
Share weekly KPI summaries with the team and present key financial metrics during monthly staff meetings
Work with the Clinical Lead to provide clinician-specific data (e.g., session count, revenue per client) that supports performance accountability and growth

Onboarding & Administrative Support

Support onboarding of new clinicians with financial procedures and documentation, including collecting W-9, I-9, and direct deposit details
Ensure clinicians understand how to document and track billable sessions, copays, and cancellations
Assist with administrative hiring tasks as needed, including benefits documentation and credentialing coordination

Process Optimization & Compliance

Identify inefficiencies or bottlenecks in billing and reporting workflows and recommend solutions
Maintain compliance with HIPAA, insurance regulations, and IRS requirements
Maintain an up-to-date Standard Operating Procedure (SOP) for all billing-related tasks and ensure that any changes to financial policies or procedures are reflected in the practice’s Operations Manual and Employee Manual.

Expectations:

Claims Submission Timeliness: 95%+ of claims submitted within 48 hours of service
Claim Denial Rate: <5% monthly
Average Days to Payment: <30 days from session to reimbursement
Outstanding Balance Collection Rate: Recover 85%+ of balances within 60 days
Client Response Time: Respond to billing inquiries within 2 business days
Payroll Accuracy: 100% error-free payroll processing every cycle
Weekly Report Consistency: 100% of reports delivered on schedule
Benefit Verification Timeliness: 100% of new insurance client benefits verified before first session

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Required Qualifications and skills:

2+ years of experience in behavioral health or medical billing (SimplePractice or similar EHR preferred)
Strong understanding of Aetna and BCBS insurance processes, including benefit verification and claims follow-up
Exceptional communication and interpersonal skills; comfortable talking with clients and insurance reps
Analytical mindset with the ability to interpret financial reports and identify trends
Highly organized, detail-oriented, and self-directed

Environment:

Hybrid (Remote + In-Person in Austin, TX)

Compensation:

$25/hour - Up to 30 hours per week

What we offer:

How to apply:

Please submit your resume and a short statement of interest. We strongly encourage applicants from diverse backgrounds and lived experiences to apply. This position is vital to ensuring that our mission-driven care is backed by strong, ethical financial systems.

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The contractor must be able to perform the essential job functions of the position satisfactorily with or without a reasonable accommodation. This job description is not an exhaustive list of all functions that the contractor may be required to perform and the contractor may be required to perform additional functions. Additionally, Colors of Austin Counseling reserves the right to revise this job description at any time. Contractual relationship with the practice is at will.

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