Mental Health Billing & Administrative Assistant

YMCA of Greater San Antonio Careers•San Antonio, TX

About The Position

This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living, and social responsibility. The Mental Health Billing and Administrative Assistant is responsible for ensuring the smooth daily operation of the counseling office. With a focus on supporting the full revenue cycle and patient financial experience for the clinic. This role requires exceptional organizational skills, attention to detail, and professional communication with clients, insurance providers, and clinical staff. This position will receive a minimum of 3 weeks Paid-Time Off (pro-rated), Holiday Pay, Full-Time benefits to include Medical, Dental, Vision, Life Insurance, a Retirement 403(b) pension plan upon eligibility and a Free YMCA Household Membership. OUR CULTURE: Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

Requirements

High School Diploma or equivalent required; associate’s degree or administrative training preferred.
Minimum one year of medical billing or revenue cycle experience; mental health billing preferred.
Knowledge of insurance claims processing, EOB interpretation, CPT/ICD-10 coding, and payer guidelines (HMO/PPO/Medicaid).
Proficiency in Microsoft Office, Google Suite, and experience with EHR and billing systems.
Strong attention to detail, organization, and time-management skills.
Excellent verbal and written communication skills with the ability to handle sensitive information professionally and empathetically.
Child Abuse Prevention training and certifications required before the first shift.
Safety and prevention trainings are also required to be completed on an annual basis.
Certifications required within the first 60 days of hire: YMCA approved basic lifesaving skills such as CPR, First Aid, AED.
Must be 21 years of age, have a valid driver’s license, as well as capacity to drive to various locations within the greater San Antonio metropolitan area.
Must also complete Defensive Driving bi-annually.

Nice To Haves

Prior administrative experience in a medical or mental health setting preferred.
Bi-Lingual Preferred (English & Spanish)

Responsibilities

Manage client intake and onboarding to ensure a smooth transition into services.
Serve as primary point of contact for clients, handling inquiries, scheduling, and ongoing communication with professionalism and compassion.
Support client engagement initiatives, including events, workshops, and community outreach.
Represent the counseling department at community and networking events.
Collaborate with therapists and leadership to ensure coordinated service delivery.
Participate in staff meetings and assist with departmental planning.
Prepare reports and provide general office and backup administrative support as needed.
Review patient demographics, authorizations, and insurance information for accuracy prior to billing.
Review claims for correct CPT/HCPCS coding, modifiers, and diagnosis linkage.
Enter and reconcile charges for behavioral health services including therapy, assessments, and testing.
Submit clean claims electronically and manually to commercial payers, Medicaid, and self-pay, ensuring that all scheduled encounters are billed accurately and timely.
Identify missing charges, documentation gaps, or eligibility issues and resolve them promptly.
Monitor unpaid, underpaid, or denied claims.
Review EOBs and remittance advice.
Submit corrected claims and appeals.
Communicate with insurance companies regarding coverage and claim status.
Verify insurance eligibility and explain benefits and financial responsibility.
Respond to billing inquiries with professionalism and empathy.
Post payments and establish/document payment plans accurately.
Perform billing audits to ensure accuracy and HIPAA compliance.
Maintaining confidentiality of patient and financial information.
Coordinate with staff to resolve documentation issues and maintain accurate records.
Assist with insurance credentialing/recredentialing and maintain organized/ confidential patient files.
Provide reports and backup administrative support as assigned.
Performs all other duties as assigned by supervisor.