Office Coordinator at Roth Staffing Companies in Southfield, Michigan

Job Description:

Our Client, in the Southfield area, is seeking an Office Coordinator that will manage and support the administrative functions of the clinic, focusing on auto insurance billing, collections, and patient services. This role requires specialized experience in handling insurance claims and collections related to physical therapy, pain management, and chiropractic treatments. The Office Coordinator will ensure efficient office operations, maximize revenue, and deliver excellent service to patients and stakeholders.



Key Responsibilities:

• Oversee the end-to-end claims process for auto insurance, including claim initiation, verification, tracking, and follow-up to ensure timely reimbursements for services.


• Serve as the primary point of contact for insurance adjusters, attorneys, and patients, communicating claim status, documentation needs, and timelines.


• Collect and submit required documentation (treatment records, notes, billing codes) to insurers for claims processing, ensuring accuracy and completeness.


• Educate patients on the auto insurance claims process, including deductibles, co-pays, and the financial responsibilities associated with their treatment.

• Manage billing cycles specific to physical therapy, pain management, and chiropractic care, including creating, submitting, and tracking invoices.


• Ensure proper coding (ICD-10, CPT) for each service provided, minimizing claim denials and rejections.


• Conduct eligibility and benefit verifications to inform patients of their financial obligations and minimize claim issues.


• Work closely with the clinic manager to prepare financial reports and identify areas for improvement in billing and revenue cycle processes.

• Track accounts receivable and manage collections efforts, including follow-up with patients and insurers for overdue accounts and denied claims.


• Implement and oversee collections processes, working with patients on payment arrangements as needed while maintaining a professional and compassionate approach.


• Resolve billing discrepancies, claim denials, and appeals in coordination with insurance companies to maximize collections and minimize write-offs.


• Maintain a detailed collections log and provide weekly updates on outstanding balances and collections status to clinic management.

• Coordinate front-office operations, including patient check-ins, scheduling, answering calls, and managing patient inquiries.


• Maintain organized patient and insurance records, ensuring compliance with HIPAA and regulatory standards.


• Order office supplies, manage vendor contracts, and oversee clinic facility maintenance as needed.


• Assist clinic staff with special projects and contribute to the continuous improvement of office workflows.

• Minimum 2-3 years of experience in medical billing and collections, with a focus on auto insurance claims within a clinical setting (physical therapy, pain management, or chiropractic care preferred).


• Strong knowledge of ICD-10, CPT, and HCPCS coding, as well as familiarity with auto insurance policies and procedures in a healthcare setting.


• Proficiency in accounts receivable management, particularly collections in a clinical or medical environment.

• Excellent communication skills, with a strong patient-service orientation and ability to work effectively with insurance adjusters, patients, and clinical staff.


• Detail-oriented and highly organized, with the ability to manage multiple responsibilities and prioritize tasks in a busy clinic environment.


• Strong proficiency in medical billing software (such as Kareo, AdvancedMD, or similar) and Microsoft Office Suite (Word, Excel, Outlook).


• Ability