Billing Office Administrator

Exagen Inc.•Carlsbad, CA

1d•Onsite

About The Position

Exagen is a patient-focused and discovery-driven life sciences company dedicated to transforming the care continuum for patients suffering from debilitating and chronic autoimmune diseases. Our goal is to enable rheumatologists to improve care for patients through the differential diagnosis, prognosis, and monitoring of complex autoimmune and autoimmune-related diseases, including lupus and rheumatoid arthritis. By leveraging our proprietary Cell-Bound Complement Activation Products, or CB-CAPs, technology, we help get to the real cause of a patient’s symptoms and guide their journey to improved health. The Billing Office Administrator will be responsible for managing incoming and outgoing mail, packages, and correspondence efficiently. This role plays a crucial part in maintaining the smooth flow of communication and materials within the laboratory. The position is on-site. The Billing Mail Administrator will also be responsible for handling Provider Medical Records that are sent in from offices and following up on outstanding requests. This role will also handle mail returns and research databases for updated information and place outbound calls to obtain correct information from providers or patients.

Requirements

High school diploma or equivalent; additional education or certifications in mail services or logistics is a plus.
Strong verbal and written communication skills.
Familiarity with shipping software and tracking systems.
Reliable transportation to pick up mail from another location (8 miles roundtrip)
PC skills and MS Office Suite experience is a plus.
Strong organizational skills and attention to detail.

Responsibilities

Receive, sort, and distribute incoming mail, packages, and deliveries to appropriate recipients.
Prepare outgoing mail and packages for shipping, ensuring accurate addressing, proper packaging, and compliance with shipping regulations.
Regularly receive and respond to mailing requests from the Billing team via email.
Communicate effectively with staff to ensure timely receipt of essential materials.
Pick up mail from another location, mileage reimbursed.
Collaborate with external courier services to coordinate timely pickups and deliveries.
Monitor and manage supplies related to mail and shipping, such as packaging materials and postage.
Coordinate with relevant departments to ensure an adequate stock of necessary supplies.
Review department voicemail messages and distribute them to the appropriate individuals.
Review incoming department faxes and route them to the appropriate individuals.
Review and process returned mail, taking appropriate action as needed.
Work incoming provider records, notating in the billing system that records have been received.
Submit support IT ticket as requested by billing department.
Proactively seeks out additional work during downtime.
Other duties as assigned.