Medical Administrative Coordinator

ICBD • Lauderdale Lakes, FL

4h • Onsite

About The Position

Exact Billing Solutions is a unique team of revenue cycle management professionals specializing in the substance use disorder, mental health, and autism care fields of healthcare services. They have extensive industry knowledge, a deep understanding of the specific challenges of these markets, and a reputation for innovation. With their proprietary billing process, EBS is the oil that brings life to the engines of its partner healthcare companies. EBS is poised for exponential growth, and they are building out their teams to support the expansion of global operations. Part of the ICBD family office portfolio, Exact Billing Solutions combines entrepreneurial speed with the financial discipline of a self-funded, founder-led organization. Their growth reflects a proven ability to solve complex healthcare challenges with operational precision, scalable systems, and client-first innovation. The Medical Administrative Coordinator provides clerical, administrative, and data entry support to the Utilization Review (UR) and Single Case Agreement (SCA) departments. This position follows defined procedures, workflows, and departmental guidelines to verify, upload, and maintain accurate documentation for client records and tickets. Responsibilities include scheduling peer reviews or calls with clients, Patient Advocates, or Utilization Review staff; contacting providers and insurance companies for authorization status updates; and entering and maintaining data such as payor information, dates of service, rates, and CPT codes. The Authorization Support Specialist does not set policy, negotiate terms, make binding decisions, or exercise discretionary authority.

Requirements

• High school diploma or equivalent.
• Two years of clerical experience.
• Strong working knowledge of Microsoft Excel.
• Ability to learn and navigate internal systems.
• Strong attention to detail and ability to follow standardized procedures.
• Ability to manage workload, meet deadlines, and follow direction.
• Willingness to complete drug and background screenings.

Nice To Haves

• At least one year working with medical terminology and recordkeeping systems.

Responsibilities

• Provide clerical and administrative support to UR and SCA departments.
• Enter, update, and maintain data in internal systems, trackers, logs, and electronic files.
• Prepare, verify, organize, and upload documentation in accordance with established procedures.
• Maintain accurate and complete records, tickets, and files.
• Enter and update authorization and determination information as provided.
• Conduct authorization status checks via payor calls and portal access.
• Accurately document determination outcomes without interpretation.
• Monitor ticket queues and aging reports to identify items requiring follow-up.
• Escalate unresolved or out-of-scope issues to leadership as directed.
• Maintain and update SCA tickets, files, spreadsheets, and tracking tools.
• Assist with in-network vetting by gathering and organizing required information.
• Enter and update authorization-related data such as codes, effective dates, and rates as directed.
• Support recurring administrative tasks and priority SCA projects.
• Verify accuracy of dates, codes, rates, and required fields per established standards.
• Correct clerical errors within scope and escalate discrepancies when necessary.
• Perform routine quality checks to ensure data accuracy, completeness, and consistency.
• Utilize internal proprietary systems in accordance with training and procedures.
• Use Microsoft Excel for tracking, sorting, filtering, and maintaining data.
• Maintain organized electronic records in compliance with company policies.
• Complete additional administrative tasks and special projects as assigned by management, following provided instructions and deadlines.

Benefits

• 21 paid days off (15 days of PTO, which increases with tenure, plus 6 holidays).
• Flexible Spending Account (FSA) and Health Savings Account (HSA) options.
• Medical, dental, vision, long-term disability, and life insurance.
• Generous 401(k) with up to 6% employer match.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees