Billing Operations Coordinator

About Alethea Medical

Alethea Medical is a Canadian health-technology company improving access to specialist care through an eConsult platform used by physicians across multiple provinces. Our platform supports timely clinical decision-making, efficient referrals, and better patient outcomes.

As Alethea continues to grow, we are looking for a Billing Operations Coordinator to support one of the most critical areas of our business: billing accuracy, payments, and physician support.

The Role

The Billing Operations Coordinator is a high-responsibility, detail-oriented role focused on managing and supporting Alethea’s billing operations. While the title reflects a coordinator-level position, this individual will become Alethea’s go-to billing expert, owning day-to-day billing workflows and serving as a key point of contact for physicians, clinics, and internal teams.

This role requires strong organizational skills, comfort working with sensitive information, and the ability to manage complex processes from start to finish. You will work closely with Alethea’s Operations, Finance, Product, and Business Development teams to ensure all billing related tasks are completed accurately, in a timely manner, and processes are continuously improving.

Key Responsibilities

Billing Operations & Expertise (Primary Focus)

• Act as the primary point of contact for billing-related workflows and questions
• Manage billing rejections, reconciliations, and resubmissions
  
  • Follow up with clinics and physicians to obtain missing or corrected PHI
    Support and coach physicians on billing best practices to improve approval rates
  • Monitor billing activity end-to-end, ensuring specialist billings are tracked from submission through to payment
    
    
• Identify recurring billing issues or trends and flag opportunities for process improvements or system safeguards
• Respond to billing-specific support requests, including billing issues, PHI requests, and payment inquiries
• Build and maintain positive working relationships with billing users to ensure clarity, confidence, and timely resolution of issues

Billing Agreements & Account Management

• Submit new Billing Agreement (BA) forms
• Update BAs upon request and ensure documentation is complete and accurate
• Ensure all accounts and records are up to date as BA status changes
• Update user accounts and release billings once BAs are received

Out-of-Province (OOP) & Manual Billing Support

• Manage manual OOP billing submissions and payments
• Support reconciliation and investigation of missed or manual payments
• Assist with research and implementation of billing workflows for new provinces or services

Services, Invoicing & Revenue Tracking

• Track direct referrals processed through the platform
• Support monthly invoicing and reporting
• Assist with reconciliation of incoming and outgoing payments
• Flag revenue variances and support investigation with the Finance team
• Work closely with Finance to ensure funds received and paid align with internal reporting and expectations

Process Improvement & Cross-Team Collaboration

• Work with Operations, Product, Business Development, and Finance teams to improve billing and payment processes
• Provide operational input to support new product features, services, or provincial expansions
• Help document and refine billing workflows as Alethea scales

Administrative & Ad Hoc Support

• Support PIA maintenance and compliance for Alethea users
• Respond to general user support and information requests as needed
• Assist with internal coordination, team events, and logistics

About You

You are highly organized, detail-oriented, and comfortable owning complex operational processes. You enjoy problem-solving, supporting users, and becoming an expert in a specialized area.

You may be a great fit if you have:

• Experience in healthcare administration, billing, clinic operations, or finance support
• Strong written and verbal communication skills
• Comfort working with sensitive and confidential information
• A proactive mindset and willingness to take ownership of a defined operational area
• Interest in health technology and improving healthcare systems

Why Join Alethea

• Play a key role in a mission-driven health-tech company
• Develop deep expertise in a specialized and high-impact area
• Work closely with cross-functional teams
• Opportunity to grow the role as the company scales

Flexible, supportive, and remote-friendly work environment.

Billing Expert and Customer Success Person

Tasks: 

Billing Role: This person will become the Alethea Billing Expert and this is the primary focus of their role.

• Rejections 
  
  • Reconciliation / Resubmissions (Calling clinics, emailing docs to get additional PHI / correct information)
  • Coaching physicians on what to do to help ensure more billings get approved
  • Problem solving / finding trends to create solutions / fail safes to prevent rejections. 

• Billing Specific Support Email Requests (Billing issues, additional PHI required, payment queries)
• Build Helpful relationships with billing Alethea users to ensure they are comfortable with the processes and their questions are answered in a timely manner. 
• Keeping track of specialist billings from start to finish
  
  • Submitting new BA forms 
  • Updating BAs upon request
  • Ensuring new specialist / plus user billings are on hold. 
  • Ensuring accounts get updated and billings are submitted when new BAs arrive. 
  • Ensure status of all BAs is up to date in user database and in user accounts
• OOP Manual Billings
  
  • OOP manual submissions
  • OOP Manual Payments
  • New process / product support (research and implementation support when building new systems for new provinces)
• Ad hoc manual payments (missed payments, reconciliation)
• Ensuring all accounts have up to date void cheques
• System support and improvement
• Services:
  
  • Tracking direct referrals
  • Invoicing monthly
  • Sending Monthly Reports
  • Reconciliation of Payments
• Monthly Tracking and Reporting
  
  • Work with the Finance Team to ensure all funds received and paid are in accordance with reporting and expectations
  • Reconciliation / Investigation in any received revenue variances
• Process and Product optimization
  
  • Working with the Alethea Operations, Product, and Business Development teams to improve the processes surrounding billing and payments to improve accuracy, efficiency, and customer satisfaction. 
  • Coordinate with the Finance Team to ensure regular reporting is up to date

Ad Hoc / Admin Support

• PIA maintenance and support for Alethea users
• Responding to user support requests information requests
• Assistance Coordinating team events and logistics

HR Admin Support

• Chasing monthly expenses and ensuring all are booked
• Vacation schedules - ensuring employees are keeping it up to date
• Company master schedule.  Which days in the upcoming year are going to be company holidays.  Which days are going to be “all team” events or meetings
• Benefits submission support (someone to go to with questions, for example)
• Booking all-team online meetings
• Coordinating food and reservations for all company or all team events
• Supporting coordination of annual reviews schedules – helping to make sure all managers are regularly doing their employee reviews.