Programs for Infants & Children
161 Klevin Street, STE 103, Anchorage, AK 99508
Tel 907.561.8060 Fax 907.563.3172 www.picak.org
PIC is an equal opportunity, affirmative action employer
JOB DESCRIPTION
Program Associate - Finance (Billing Specialist)
FLSA Status and Pay Range: Part-time 24-32 hours/week, non-exempt position. Usual hours of
work are between 8:00 a.m.-4:30 p.m, Monday-Friday. $16.00 – 18.00 per hour to start, DOE.
SUMMARY
The Program Associate – Finance position is responsible for most functions related to billing thirdparty payers and self-pay accounts, as well as selected accounts payable functions. This position
requires that the individual take initiative and to provide additional support to team members, as
well as agency staff. The billing specialist reports to the Finance Manager.
RESPONSIBILITIES
General Duties
• Prepare third party and self pay information according to agency billing policy and practices.
o Annually obtain updated rates and enter into billing system.
o Assist providers with coding for appropriate procedures and diagnoses using ICD-9 and
CPT-4 codes. Assist with ICD-10 implementation and problem solving.
o Obtain current billing information from families, including any third-party information or
payment agreement, via phone, fax or email; verify eligibility as needed.
o Inform clients of sliding fee schedule and provide information regarding possible additional
funding sources based on client circumstances and communicate these to appropriate parties
(family, provider, etc.).
o Obtain current signed prescriptions (Plans of Care) and pre-authorization as required for
third-party billing.
o Follow up as needed with direct service staff to provide needed information to third party
payers and billing company.
o Register staff as needed for billing third party payers (Medicaid, Tricare, ect.).
o Research billing inquiries from clients, staff and Medical Billing Contractor.
o Initiate monthly Targeted Case Management billing.
 Complete, or assist with, assigned accounting functions:
o Process purchase orders by completing a Purchase Requisition form and ordering items via
fax, telephone or website.
o Generate Request for Payment for accounts payable vendors and process payment
following review and authorization. Print and mail A/P checks.
o Enter timesheet data for all salaried and hourly employees.
o Provide requested records for agency audits.
 Maintain an environment to promote efficient processing of accounts receivables.
o Maintain updated client billing records in electronic health record.
o Obtain any necessary supplemental information (i.e. NPI numbers, provider documents,
medical records, EOBs, etc.) as needed or requested for third party billing.
o Communicate with Medical Billing Contractor, EHR database support, and management
team to resolve data issues with electronic health record billing process.
o Prepare and maintain adequate supply of materials for clients and staff (i.e. billing forms,
sliding fee scale, payment information sheet, etc.)
o Maintain file system for billed claim record and back up for audit purposes.
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 Periodically perform general reception and data entry duties, as needed, to assist clerical team
members and management team.
o Receive, transfer and relay telephone messages and answer public inquiries.
o File and scan documents in client charts.
o Photocopy/fax/mail documents, including confidential and legal records.
o Log referrals in referral binder and distribute referrals to referral specialists.
Client Satisfaction
• Address children, family members and other clients with concern and empathy; respect their
confidentiality and privacy, and communicate with them in a courteous and respectful manner.
• Answer and return telephone calls and other inquires with accurate, professional and timely
communication.
• Courteously greet patients, visitors and other clients, determine their needs and direct them
appropriately.
 Manage complaints with respect and solution-oriented focus.
Teamwork
 Assist in the orientation/training of new staff members.
 Consistently work in a positive and cooperative manner with co-workers.
 Consider the impact of actions on others throughout the agency.
Problem Solving
• Demonstrate sound judgment by taking appropriate actions when presented with new or
challenging situations.
• Consistently evaluate work and determine if further steps are necessary to meet the needs of
both clients and the agency.
• Ensure that work is completed in compliance with regulatory standards (HIPAA, IDEA, State
Regulations, etc).
Productivity/Efficiency
• Respond to changing situations in a flexible manner in order to meet current needs, such as
reprioritizing work as necessary.
• Prioritize and organize job functions and work area to be able to effectively complete varied
assignments within established time frames and to prevent backlog.
• Take the initiative to make decisions/choices without direct supervision.
Adherence to Agency Policies and Procedures
• Demonstrate knowledge and understanding of agency policies and procedures.
• Comply with safety and infection control policies and procedures to ensure a safe working
environment for self and others.
• Attend required in-service programs/meetings.
QUALIFICATIONS
Must meet agency's requirements for employment.
 State of Alaska Criminal Background Check
Education:
1. Prefer Associate’s Degree or higher in Business Management/Accounting, Medical Billing or
related field.
Experience:
1. One year medical billing and general office experience, preferably in a human or social services
environment.
2. Ability to type and operate 10-key with high accuracy.
3. Ability to use Microsoft Office platform, including Word, Excel, Access and Outlook; computer
competence to learn electronic health record billing and State database functions.
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4. Ability to communicate effectively on the telephone and through written correspondence with
professionals and the general public.
5. Working knowledge of medical terminology, as demonstrated by work experience or education,
preferred.
Physical Demands/Working Conditions:
1. The position frequently entails extended periods of seated computer work.
2. The employee is occasionally required to stand, walk, stoop, kneel, or crouch.
3. The employee is frequently required to reach with hands and arms and use hands to handle,
finger, or feel materials and equipment.
4. The employee is occasionally required to lift and/or move up to 10 pounds and infrequently lift
and/or move up to 25 pounds.
5. Specific vision abilities required by this job include close vision and ability to adjust focus.
6. The noise and vibration level in the work environment is usually moderate, as would be
expected in an office setting.
THE INTENT OF THIS POSITION DESCRIPTION IS TO PROVIDE A REPRESENTATIVE SUMMARY OF
THE MAJOR DUTIES AND RESPONSIBILITIES PERFORMED BY INCUMBENTS OF THE POSITION.
INCUMBENTS MAY BE REQUIRED TO PERFORM OTHER JOB-RELATED TASKS OTHER THAN THOSE
SPECIFICALLY PRESENTED IN THIS DESCRIPTION.
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