Kathleen L. Avalos
Bakersfield,USA
Summary
Results-oriented office manager specializing in medical billing and operations management. Proven ability to train new staff and oversee daily activities, ensuring compliance with policies and enhancing patient service. HIPAA certified, dedicated to improving workflow and team performance across multiple locations.
Overview
43
43
years of professional experience
1
1
Certification
Work History
Office Manager
Jacobo Physical Therapy
Bakersfield, CA
08.2024 - Current
- Coordinated appointment scheduling for two locations, enhancing workflow efficiency for schedulers
- Ensured consistent coverage by coordinating staff schedules and assignments
- Managed staff schedules, daily operations, and processed time-off requests
- Oversaw PT aides' compliance with company policies, collaborating with Physical Therapist to ensure high-quality patient service
- Managed communication of patient referral documents, ensuring prompt follow-up with doctors to streamline referral processes
- Provided administrative support to the physical therapist by managing appointments and patient records
- Trained new employees on company procedures and protocols
- Enforced company policies and productivity standards
Referral/ Data Entry Coordinator
Jacobo Physical Therapy
Bakersfield, CA
10.2023 - 07.2024
- Keyed referrals and prescriptions, followed up on progress evaluations, scheduled appointments, and coordinated communication with doctors' offices
- Faxed and emailed information to doctors' offices to ensure timely communication
- Assisted with reception coverage and processed patient copays. Enhancing workflow efficiency
- Measured patients' vital signs during staffing shortages
- Achieved HIPAA certification to ensure compliance with health information privacy regulations
Yard Duty
Morgan Hill Unified School District
Morgan Hill, CA
01.2014 - 01.2015
- Monitored elementary school campus, promoting compliance with school and safety rules while fostering positive student behavior
- Managed student drop-off and pick-up procedures, prioritizing safety and streamlining processes for smoother transitions
- Completed day-to-day duties accurately and efficiently
- Contributed innovative ideas and solutions to enhance team performance and outcomes
- Worked successfully with diverse group of coworkers to accomplish goals and address issues related to our products and services
Collections Specialists
Shield Healthcare
Valencia, CA
01.2001 - 01.2005
- Managed monthly billing, invoicing, and collections for accounts, including setup and maintenance of state-funded regional managed care center accounts
- Investigated billing issues, compiling detailed follow-up reports to facilitate resolution
- Examined and analyzed, approved or disapproved cash accounts
- Facilitated effective communication with clients by handling numerous calls daily
- Processed credits and refunds
- Assessed incoming messages and created outgoing correspondence
- Provided training and departmental orientation to new team members
Medical Biller/Claims Adjudicator
Shield Healthcare
Valencia, CA
01.1999 - 01.2000
- Identify and research third party claims, denials and underpayments
- Review and process Appeals, Managed CIFS and TAR submissions to carriers. to third party carriers
- Conducted telephone communications with third party carriers to resolve billing issues effectively
- Processed financial adjustments for write-offs to maintain accurate financial records
- Analyzed aging accounts and generated special query and collections follow-up reports to ensure timely follow-up
- Maintain and Utilize third-party carrier and department manuals
- Maintained knowledge of ICD coding for accurate billing, CPT, HCPC, CM-1500, UB-04 and UB-40
- Obtained necessary authorizations for patient procedures. and termination letters
Customer Service Representative
Shield Healthcare
Valencia, CA
01.1998 - 01.1999
- Meet or exceed quotas of over $100k per month in additional revenue generation
- Managed calendar for outbound client calls while handling over 90 daily inbound calls
- Obtained and completed documentation for billing Medicare, Medi-Cal, and private insurance to ensure accurate processing
- Order Entry of telephone and fax orders received
- Secured termination letters for client accounts to facilitate account closure
Customer Service Representative
Ashland Oil
Lexington, KY
01.1997 - 01.1998
- Assisted customers with product inquiries and order placements
- Resolved customer issues through effective communication and problem-solving
- Maintained accurate records of customer interactions using CRM software
- Processed incoming and outgoing mail, applying unidentified checks to customer accounts to ensure accurate record-keeping
Regional Staff Accountant
El Camino Resources
Woodland Hills, CA
01.1995 - 01.1997
- Managed monthly billing, invoicing, and account maintenance to ensure accurate financial records, Inventory Reconciliation, Customer Service, Compiled reports for management review to provide insights on financial performance, Executed monthly close processes to ensure timely and accurate financial reporting
- Prepared detailed financial reports for regional management review
- Analyzed budget variances and provided actionable insights to stakeholders
- Managed monthly billing, invoicing, and account maintenance to ensure accurate financial records, Inventory Reconciliation, Customer Service, Compiled reports for management review to provide insights on financial performance
Accounts Receivable Analyst
El Camino Resources
Woodland Hills, CA
01.1993 - 01.1994
- Managed invoicing processes for timely billing and collection efforts
- Analyzed customer accounts to resolve discrepancies and improve accuracy
- Coordinated with internal teams to streamline payment processing workflows
- Clarified overdue payments on past due invoices with customers and resolved accounting issues
Customer Service Representative
El Camino Resources
Woodland Hills, CA
01.1989 - 01.1992
- Assisted customers with product inquiries and service issues
- Resolved customer complaints efficiently and professionally
- Provided detailed information about healthcare products and services
- Coordinated with outside vendors, company executives, and sales representatives to ensure seamless service delivery
- Coordinated equipment provision, document maintenance, invoicing, and follow-up service to enhance customer satisfaction
Coast Saving and Loan
Northridge, CA
01.1987 - 01.1988
Ad Industries
North Hollywood, CA
01.1986 - 01.1987
Tailored Baby
San Fernando, CA
01.1985 - 01.1986
Ora Electronics
Chatsworth, CA
01.1984 - 01.1985
Education
Business Administration
California State University of Northridge
Northridge, CASkills
- Microsoft Excel, Microsoft Word
- Flexxx Accounting Software, Order Power
- 10 Key by touch
- HIPAA Certified
- Team player, excellent communication and follow up skills, self-starter
Certification
- US Workplace Harassment California Manager (Paychex Flex)
- HIPPA Certified
- How to Give Exceptional Customer Service (AMA)
- Basic Principles of Leasing (ECR)
- Business Management Skills for Women (AMA)
Timeline
Office Manager
Jacobo Physical Therapy
08.2024 - Current
Referral/ Data Entry Coordinator
Jacobo Physical Therapy
10.2023 - 07.2024
Yard Duty
Morgan Hill Unified School District
01.2014 - 01.2015
Collections Specialists
Shield Healthcare
01.2001 - 01.2005
Medical Biller/Claims Adjudicator
Shield Healthcare
01.1999 - 01.2000
Customer Service Representative
Shield Healthcare
01.1998 - 01.1999
Customer Service Representative
Ashland Oil
01.1997 - 01.1998
Regional Staff Accountant
El Camino Resources
01.1995 - 01.1997
Accounts Receivable Analyst
El Camino Resources
01.1993 - 01.1994
Customer Service Representative
El Camino Resources
01.1989 - 01.1992
Coast Saving and Loan
01.1987 - 01.1988
Ad Industries
01.1986 - 01.1987
Tailored Baby
01.1985 - 01.1986
Ora Electronics
01.1984 - 01.1985
Business Administration
California State University of Northridge