Position Title: Insurance Verification and Patient Services Coordinator
Location: Panacea Behavioral Health & Wellness Center – Virginia Beach, VA
Job Type: Full-Time
Reports To: Practice Manager
About Us:Panacea Behavioral Health & Wellness Center is committed to providing comprehensive, compassionate mental health care in a supportive and collaborative environment. We believe that the backbone of high-quality clinical services is operational excellence—starting with seamless insurance verification and patient coordination. We’re seeking a detail-oriented, proactive, and patient-focused professional to join our team.
Position Summary:As our Insurance Verification and Patient Services Coordinator, you will play a vital role in ensuring all patient insurance information is verified and accurate prior to appointments. You will support patients and providers by clarifying insurance details, documenting benefit information, managing QB testing procedures, and handling patient accounts. This role is essential to maintaining accurate records, preventing billing delays, and supporting a high-quality patient experience.
Key Responsibilities:Insurance Verification & Documentation:
- Print and manage daily schedules
- Review patient dashboards to track monthly insurance verification completion
- Verify deductibles, copays, and coverage status for a variety of payers (Anthem, Aetna, Sentara, UHC, Cigna, Humana, Tricare, etc.)
- Accurately document copays and coverage details in patient alerts and notes
- Review documents for initial evaluations and resend to patients or providers when necessary
Insurance Portals/Systems Navigation:
- Use online portals (e.g., Availity, Sentara, Anthem) to access and interpret benefits summaries
- Navigate payer systems to identify patient cost responsibilities
- Communicate with patients directly when policies are inactive, unclear, or require clarification
QB Testing Coordination:
- Create and issue QB Check vouchers and ensure patient consent is obtained
- Educate patients on testing fees, eligibility based on insurance type, and system requirements
- Send QB Check emails using approved templates, attach consent forms and guides
- Track test completion, notify providers, upload test results to EHR, and update internal QB Tracker
Account Review:
- Review patient account balances to ensure accuracy of charges and identify outstanding amounts
- Notify patients and internal teams of discrepancies or balances requiring follow-up
- Assist with financial documentation needed for billing or patient communication
Reconciliation of Payments & Transfers:
- Track and reconcile payments made by patients, including those made in-office, online, or by phone
- Monitor and apply internal account transfers accurately to ensure clean ledgers
- Maintain detailed records of transactions and collaborate with billing or finance team for audits
Phone Support & Patient Communication:
- Answer incoming calls and assist patients with insurance, testing, or billing inquiries
- Return voicemails and follow up on incomplete insurance or documentation items
- Communicate clearly and professionally with patients regarding scheduling, benefits, and next steps
- Occasionally assist with checking patients in for their appointments and scheduling or rescheduling appointments as needed
- Escalate clinical or complex issues appropriately to providers or leadership
Qualifications:Required:
- 1–2 years of experience in a healthcare office, preferably in mental/behavioral health
- Strong knowledge of insurance terms including deductibles, copays, out-of-pocket maximums, and pre-authorizations
- Comfortable using payer portals and navigating multiple systems
- Excellent communication, organizational, and data entry skills
- Strong attention to detail and ability to manage multiple tasks independently
Preferred:
- Experience with QB testing coordination or behavioral health assessment tools
- Familiarity with EHR systems and healthcare workflows
- Bilingual abilities (Spanish preferred but not required)
Why Work With Us?- Supportive and collaborative team environment
- Opportunities for professional development and training
- Make a daily impact in people’s lives through your work
- Competitive compensation and benefits
How to Apply:Submit your resume and a brief cover letter explaining your experience with insurance verification, patient support, or medical office coordination. Send applications to [email protected]
Equal Opportunity & Military Friendly Employer:Panacea Behavioral Health & Wellness Center is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, disability status, veteran status, or any other characteristic protected by law.
We are proud to be a military spouse and veteran-friendly employer. We value the unique perspectives, discipline, and dedication that service members, veterans, and their families bring to the workplace. Applicants with military affiliation are strongly encouraged to apply.