Self-Pay Billing/Payroll Specialist

The Institute for Contemporary Psychotherapy (ICP) is committed to fostering educational excellence and exceptional treatment standards in an inclusive environment. We are dedicated to actively addressing systemic biases, embracing diversity, and fostering personal growth for both clients and clinicians. We endeavor to continuously innovate to increase accessibility to high-quality, evidence-based, and culturally sensitive mental health training and care in New York City.

The Billing & Payroll Specialist at ICP is responsible for all aspects of billing and invoicing for patient payments (self-pay fees and copays), and payroll for therapists and faculty.  The role requires strong knowledge of electronic health records, payroll systems, and MS Excel, as well as the ability to communicate effectively with therapists and patients. The Billing & Payroll Specialist will report to the Manager of Administrative Operations and the Executive Director and will collaborate with administrative support staff and 1099 contractors (contractors in this context are: candidates, therapists, faculty).

Responsibilities (% breakdown):

60%: Patient Billing

• Responsible for all aspects of billing and invoicing patient payments, including self-pay fees and copays
• Monitor and track charts for patient payments
• Update patient ledgers in electronic health records
• Work with therapists around patient open balances, collections

30%: Payroll

• Ensure timely and accurate processing of monthly 1099 payroll
• Administer updates in payroll system
• Troubleshoot payroll issues

10% Accounts Payable

• Processing Invoices: Receiving, verifying, and entering invoices into QuickBooks
• Payment Processing: Preparing and issuing payments to vendors and entering payments into QuickBooks
• Record Keeping: Maintaining organized and accurate records of all accounts payable transactions and supporting documentation
• Vendor Communication: Corresponding with vendors regarding invoice inquiries, payment status, and resolving disputes
• Month-End Close: Assisting with month-end closing activities related to accounts payable

Qualifications & Key Competencies:

• Strong verbal and written communication skills
• Proficient in electronic health records, payroll systems, and MS Excel
• Detail-oriented
• Customer service skills
• Time management skills

Education:

• Bachelor’s degree a plus
• Training/certification in payroll administration preferred

Experience:

• 2 years of experience in payroll administration, experience with 1099 preferred
• Some experience in patient billing preferably in the mental health field
• Knowledge of QuickBooks and Microsoft Office Suite, particularly Excel

Job-Type:

• Full-time

Benefits:

• Health insurance with generous employer contribution
• 20 days PTO to start (additional PTO days are allotted after specific time intervals, as stated in the manual)
• 11 paid holidays
• Hybrid work environment

Salary Range:

• $43,000-$47,000, dependent on experience

#IND1