Free billing coordinator job description templates: general, medical, legal, construction, small business, and senior, with FLSA, HIPAA, and LEIE help.
6 free templates across general, medical, legal, construction, small business, and senior roles, with the FLSA, HIPAA, and LEIE guidance the generic template farms skip. Download as DOCX.
A billing coordinator job description has two things the generic template farms leave out, and both matter most to the small businesses that actually hire this role. The first is the FLSA classification: a billing coordinator is almost always non-exempt, and getting that wrong is a costly overtime mistake. The second is the compliance layer for medical billing, where HIPAA handling and, for Medicare or Medicaid practices, screening against the federal exclusion list come into play. No top template covers either.
At FirstHR, we build templates for the businesses that hire billing coordinators most: small clinics, law firms, contractors, and back offices, usually with no HR person. The six below cover general, medical, legal, construction, small business, and senior versions, each with the classification note built in. The guide to writing a job description covers the fundamentals.
TL;DR
A billing coordinator manages invoicing and accounts receivable: preparing invoices, posting payments, chasing balances, and keeping records clean. The role is almost always non-exempt (hourly, overtime-eligible), a classification employers often get wrong. Medical billing adds HIPAA handling and, for Medicare/Medicaid practices, LEIE screening before hire. The federal benchmark wage is about $47,170 a year. Download six industry versions as DOCX.
What a Billing Coordinator Does
A billing coordinator manages a company's invoicing and accounts receivable: preparing and sending accurate invoices, verifying billing data, posting payments, following up on outstanding balances, and keeping billing records clean. The role keeps cash flowing and customers billed correctly.
The closest federal occupation code is billing and posting clerks, with about 429,800 jobs as of 2024. The single largest employing sector is health care and social assistance, followed by professional, scientific, and technical services, which is why so many billing coordinators are hired by small practices and firms.
Billing Coordinator by Industry
The core billing work is similar everywhere, but the specifics and the compliance load shift by industry. These four are the most common versions, and they map to the templates below.
General billing coordinator
Cross-industry
Invoicing, payment posting, and accounts receivable for any business. The baseline version, common in SaaS, services, and general SMB back offices.
Medical billing coordinator
Healthcare, biggest niche
Insurance claims, CPT/ICD-10 coding, denials, and patient billing, with HIPAA handling of protected health information. The largest and most specialized variant.
Legal billing coordinator
Law firms
Attorney time entry, client invoices, and electronic billing (LEDES, e-billing portals) under client billing guidelines. Tends to pay the most.
Construction billing coordinator
Contractors
Progress billing, AIA-style and time-and-materials billing, change orders, and lien waivers across active jobs.
The Industry Decides the Compliance Load
A general or construction billing coordinator is mostly an FLSA classification question. A medical billing coordinator adds HIPAA handling and, for Medicare or Medicaid practices, LEIE screening. A legal billing coordinator adds client confidentiality and e-billing rules. Pick the version that matches your business so the compliance pieces are built in.
Billing Coordinator Duties and Responsibilities
A billing coordinator's duties cluster into four areas: invoicing and billing, payments and receivables, communication, and records and reporting. The industry specifics (medical coding, legal e-billing, construction progress billing) layer on top of this common core.
These two titles come up together constantly, and the honest answer is that they are near-synonyms with heavily overlapping duties. The differences are tendencies, not hard rules.
Billing coordinator
Billing specialist
Emphasis
Process oversight and coordination
Hands-on individual billing tasks
Scope
Coordinates across people and steps
Focuses on specific billing functions
Industry skew
Used across all industries
Slightly more common in medical billing
Overlap
Near-synonyms; duties heavily overlap
Near-synonyms; duties heavily overlap
Classification
Usually non-exempt
Usually non-exempt
The practical takeaway: pick the title your candidates are most likely to search for in your industry, and write the duties to match the actual job rather than the label. Both are almost always non-exempt.
Which Template Should You Use?
Pick the template by industry and setting: general for a cross-industry role, medical for a clinic, legal for a law firm, construction for a contractor, small business for an owner-led shop, and senior for a complex-billing lead. Use this guide to choose.
Billing Coordinator
Cross-industry baseline
The general version for any business, with the FLSA non-exempt classification note built in.
Medical Billing Coordinator
Healthcare
For a clinic or practice, with CPT/ICD-10, HIPAA handling, and the LEIE screening note for Medicare/Medicaid practices.
Legal Billing Coordinator
Law firms
For a law firm, with attorney time entry, LEDES e-billing, and client billing guidelines.
Construction Billing Coordinator
Contractors
For a contractor, with progress billing, AIA and time-and-materials billing, change orders, and lien waivers.
Small Business Billing Coordinator
Owner-led, no HR
For a small business where the owner wears the HR hat, with plain-English classification and onboarding reminders.
Senior Billing Coordinator
Complex billing, oversight
For an experienced coordinator handling complex billing and guiding other staff.
Match the Template to Your Business
A clinic or practice: Medical Billing Coordinator (HIPAA and LEIE built in). A law firm: Legal. A contractor: Construction. A small owner-led shop: Small Business. A general back office: Billing Coordinator. An experienced lead handling complex billing: Senior. Whichever you pick, classify as non-exempt.
Download all six as a single Word document or copy individual templates. Each follows the same structure: company overview, position summary, key responsibilities, qualifications, a compliance note, and how to apply. Fill in the brackets, set the reporting line, and post.
Download All 6 Job Description Templates
General, medical, legal, construction, small business, and senior. All in one DOCX.
Template 1: Billing Coordinator (General)
The cross-industry baseline for any business, with the FLSA non-exempt classification note built in.
Billing Coordinator Job Description
BILLING COORDINATOR JOB DESCRIPTION
Company: __ ([City, State])
Reports to: [Office Manager / Accounting Manager / Owner]
For an experienced coordinator handling complex billing and guiding other staff.
Senior Billing Coordinator Job Description
SENIOR BILLING COORDINATOR JOB DESCRIPTION
Company: __ ([City, State])
Reports to: [Accounting Manager / Controller]
Employment type: Full-time
FLSA status: [Usually non-exempt; confirm if duties include supervision]
Compensation: $______ per hour OR $_____ per year
ABOUT THIS ROLE
A senior billing coordinator handles the most complex billing, resolves
escalated issues, and often guides or reviews the work of other billing staff
in a larger or busier billing operation.
POSITION SUMMARY
[Company Name] is hiring a Senior Billing Coordinator to handle complex billing,
resolve escalations, and bring consistency and quality to the billing process.
You will own the trickiest accounts and help less-experienced billing staff.
KEY RESPONSIBILITIES
•Handle complex, high-value, or escalated billing
•Resolve difficult billing disputes and discrepancies
•Review billing work for accuracy and consistency
•Maintain and improve billing procedures
•Train and guide other billing staff
•Own accounts receivable for key accounts
•Prepare billing and aging reports for management
•Coordinate across accounting, sales, and operations
REQUIRED QUALIFICATIONS
•Several years of billing or accounts receivable experience
•Deep familiarity with billing software and processes
•Strong problem-solving and attention to detail
•Ability to guide and review others' work
•Clear communication with staff, customers, and management
COMPLIANCE NOTE
Usually non-exempt (hourly, overtime-eligible) even at the senior level, since
the work still applies established billing procedures. If the role genuinely
supervises two or more full-time staff or exercises independent judgment on
matters of significance, an exemption may apply; confirm against the salary
threshold ($684 a week federally) and the duties test rather than assuming.
This is general information, not legal advice.
COMPENSATION AND HOW TO APPLY
Compensation: $______ per hour OR $_____ per year
To apply, email __ with your resume.
FLSA, HIPAA, and LEIE
Compliance is where this role differs most from the generic templates, and it is the main reason to get the job description right rather than copying a blurb. Four points belong in the hiring decision.
Almost always non-exempt (the costly mistake)
A billing coordinator is non-exempt in nearly all cases, which means paid hourly and owed overtime at one and a half times the regular rate past 40 hours in a week. The reason is the administrative exemption's third prong: to be exempt, an employee must exercise discretion and independent judgment on matters of significance, and the DOL is explicit that this must be more than applying well-established techniques and procedures from manuals. Billing work applies established billing procedures, so it usually fails that test even when the person is skilled and trusted. Real job descriptions confirm the default: large and small employers alike mark billing coordinator roles as non-exempt. The word coordinator in a title does not make a role exempt. Misclassifying to skip overtime is a common and expensive error. This is general information, not legal advice.
Medical billing adds HIPAA obligations
A medical billing coordinator handles protected health information, which brings HIPAA into the hire. HIPAA does not by itself require a background check, but its Security Rule requires workforce-clearance procedures for access to electronic protected health information, and the practical standard is a signed confidentiality and HIPAA acknowledgment at onboarding plus HIPAA awareness training. The job description should reference HIPAA awareness and careful handling of patient information, and the practice should have the confidentiality acknowledgment ready to sign on day one. These are obligations the generic billing templates ignore entirely, which is exactly why a healthcare-aware version matters. This is general information, not legal advice.
Medicare/Medicaid practices must screen the LEIE
If a practice participates in Medicare or Medicaid, federal rules require screening every employee and contractor, including billing staff, against the HHS-OIG List of Excluded Individuals/Entities (LEIE) before hire and monthly thereafter. Employing or contracting with an excluded person exposes the practice to civil monetary penalties and overpayment liability, and enforcement has been increasing. The LEIE has a free online search tool, so the check costs nothing but the few minutes it takes. Build the LEIE check into the medical billing coordinator hiring process and document that you ran it. This is general information, not legal advice.
Background checks and credentials follow the FCRA
Because billing coordinators access financial and sometimes medical records, employers often run criminal and, where job-related and lawful, credit checks. Any background check through a third-party screening company is governed by the FCRA, which requires a clear standalone disclosure and the applicant's written consent before the check, and a specific adverse-action process if you decline someone based on the results. State and local rules add limits, such as ban-the-box and credit-check restrictions. For medical billing, certifications like the CPC, CPB, or CBCS are reasonable preferred qualifications to list. This is general information, not legal advice.
The most expensive mistake with this role is classifying it as salaried exempt to avoid overtime. A billing coordinator applies established billing procedures, which fails the administrative exemption's independent-judgment test, so it is non-exempt in nearly all cases. Pay hourly, track hours, and pay overtime past 40 a week. The word coordinator does not create an exemption. This is general information, not legal advice.
Requirements and Qualifications
Most billing coordinator roles need a high school diploma plus relevant experience rather than a degree, with the specifics shifting by industry. Match the requirements to the version you are hiring.
Requirement
What to know
Education
High school diploma typical; degree not usually required
Experience
Billing, accounts receivable, or bookkeeping
Software
Billing or accounting software and spreadsheets
Medical add-ons
CPT/ICD-10, HIPAA, CPC/CPB/CBCS preferred
Core skills
Attention to detail, accuracy, communication
Classification
Non-exempt (hourly, overtime-eligible)
Keep the posting neutral and inclusive, since the EEOC prohibits job advertisements that show a preference based on protected characteristics, and the SHRM guide covers the standard sections of a job description.
How to Write a Billing Coordinator Job Description
A strong billing coordinator posting picks the industry version, lists the real duties, classifies the role correctly, and adds the compliance layer where it applies. Here is the process the templates are built around.
1
Pick the industry version
General, medical, legal, construction, small business, or senior. Pick the matching template and describe your company and the billing work plainly.
2
List the real duties
Invoicing, payment posting, accounts receivable, plus the industry specifics: claims and coding for medical, LEDES for legal, progress billing for construction.
3
Classify as non-exempt
A billing coordinator is almost always non-exempt: hourly and overtime-eligible. Do not classify as salaried exempt to skip overtime; the title does not create an exemption.
4
Add the compliance layer
For medical billing, reference HIPAA handling and, for Medicare or Medicaid practices, LEIE screening. Note FCRA rules for any background or credit check.
5
Set pay and post
Benchmark to industry, location, and seniority (around the $47k BLS median for the base role), and give a good-faith range where pay transparency applies.
Billing coordinators are paid in a moderate hourly or low-salary band, consistent with being hired across small and mid-sized businesses rather than gated to large employers.
A Moderate, SMB-Scale Band
The closest federal benchmark, billing and posting clerks, had a median wage of about $47,170 a year (roughly $22.68 an hour) as of May 2024, with the broader financial-clerks group at about $48,650 (BLS). The healthcare-billing proxy, medical records specialists, sits near $50,250.
Self-reported and employer-guide sources run somewhat higher than the federal median, commonly reporting averages in the upper $40,000s to upper $50,000s, with experienced and senior coordinators reaching the $60,000s to around $80,000. Pay varies by industry, legal billing pays the most, healthcare and dental tend lower, construction and general sit in the middle, and by seniority, from the mid-$30,000s entry level to around $80,000 for senior roles. For a posting, benchmark to your industry, location, and seniority, and provide a good-faith range where pay transparency rules require it. National compensation surveys are a useful reference for detail.
Hiring a Billing Coordinator With No HR Department
Most small clinics, firms, and shops that hire a billing coordinator have no HR person, so the owner or office manager handles it. Three things matter most, and the generic templates address none of them.
Classify the billing coordinator as non-exempt, and do not let the title fool you
The single most common mistake a small business makes with this role is classifying it as a salaried exempt employee to avoid paying overtime. A billing coordinator is non-exempt in nearly all cases, which means hourly pay and overtime past 40 hours a week. The reason is specific: the administrative exemption requires the employee to exercise discretion and independent judgment on matters of significance, and the Department of Labor is clear that applying established procedures from a manual does not count. Billing work applies established billing procedures, so it fails that test even when the person is experienced and trusted, and the word coordinator in the title changes nothing. Real job descriptions from both large and small employers confirm the non-exempt default. If you misclassify and an employee later claims unpaid overtime, you can owe back pay and penalties. Pay this role hourly, track the hours, and pay overtime. If you genuinely think a particular billing role might qualify as exempt, confirm it against the actual duties rather than assuming from the title.
If this is a medical billing hire, handle HIPAA and the LEIE check before day one
A medical billing coordinator handles protected health information, which adds two steps a generic billing hire does not have. First, HIPAA: its Security Rule requires workforce-clearance procedures for access to electronic protected health information, and the practical standard is a signed HIPAA and confidentiality acknowledgment plus HIPAA awareness training at onboarding. Have that acknowledgment ready to sign on day one and store it. Second, if your practice participates in Medicare or Medicaid, federal rules require you to screen every hire, including billing staff, against the HHS-OIG List of Excluded Individuals/Entities (LEIE) before hire and monthly afterward. Employing an excluded person exposes the practice to significant civil monetary penalties, and enforcement has been rising. The LEIE has a free online search, so the check costs only a few minutes, but you must actually run it and document that you did. These two steps, the HIPAA acknowledgment and the LEIE screening, are exactly what the generic billing templates leave out, and they are the difference between a compliant medical billing hire and an expensive gap.
Without an HR person, the offer, paperwork, and onboarding still have to get done
In a small clinic, firm, or shop, the owner or office manager usually wears the HR hat, and the billing coordinator hire still carries the standard paperwork. You need a signed offer letter that states the role is non-exempt and lists the hourly rate, Form I-9 completed within the first days of work, tax forms collected, and any confidentiality or HIPAA acknowledgments signed and stored. For a medical hire, add the LEIE screening to that list. This is where a simple system helps: FirstHR gives a small business e-signature for the offer letter and the HIPAA or confidentiality acknowledgment, an AI onboarding wizard and task workflows so nothing gets missed, document management to keep the signed forms and the LEIE screening record in one place, and a straightforward HRIS with an org chart as the team grows. Because pricing is flat rather than per employee, a five-person clinic and a forty-person firm pay the same predictable rate. FirstHR does not run payroll or administer benefits, and applicant tracking is coming soon, so pair it with your payroll provider, but for turning a billing-coordinator offer into a fully onboarded, compliant hire, it covers the people side end to end.
Key Takeaways
A billing coordinator manages invoicing and accounts receivable; the core work is similar across industries, with medical, legal, and construction adding their own specifics.
The role is almost always non-exempt (hourly, overtime-eligible); classifying it as salaried exempt to skip overtime is a common and costly mistake, and the title does not create an exemption.
Medical billing adds a HIPAA confidentiality acknowledgment and, for Medicare or Medicaid practices, LEIE exclusion screening before hire and monthly afterward.
Billing coordinator and billing specialist are near-synonyms; pick the title your candidates search for and write the duties to match the real job.
The federal benchmark wage is about $47,170 a year; legal billing pays the most and healthcare the least, and the role is hired across small and mid-sized businesses.
With no HR person, the offer letter, I-9, tax forms, confidentiality or HIPAA acknowledgment, and onboarding still have to get done, which a simple HR platform handles end to end.
Frequently Asked Questions
What does a billing coordinator do?
A billing coordinator manages a company's invoicing and accounts receivable: preparing and sending accurate invoices, verifying billing data, posting payments, following up on outstanding balances, and keeping billing records clean. The duties cluster into four areas: invoicing and billing (preparing and reviewing invoices, verifying data, applying the right rates or codes), payments and receivables (posting payments, tracking and chasing balances, working denials and disputes), communication (answering customer billing questions and coordinating with sales, operations, and accounting), and records and reporting (maintaining accurate records and preparing billing and aging reports). The specifics shift by industry: a medical billing coordinator handles insurance claims and CPT/ICD-10 coding under HIPAA, a legal billing coordinator manages attorney time entry and electronic billing, and a construction billing coordinator handles progress and AIA-style billing with lien waivers. Across all of them, the role keeps cash flowing and customers billed correctly. This page includes general, medical, legal, construction, small business, and senior templates.
Is a billing coordinator exempt or non-exempt from overtime?
A billing coordinator is non-exempt in nearly all cases, which means paid hourly and owed overtime at one and a half times the regular rate for hours past 40 in a week. This is the single most important and most often missed point about the role. To be exempt under the FLSA administrative exemption, an employee must, among other things, exercise discretion and independent judgment on matters of significance, and the Department of Labor is explicit that this requires more than applying well-established techniques, procedures, or standards described in manuals. Billing work applies established billing procedures, so it generally fails that prong even when the coordinator is experienced and trusted. Real job descriptions confirm the default: employers large and small mark billing coordinator roles as non-exempt. The word coordinator in the title does not create an exemption, and classifying the role as salaried exempt to avoid overtime is a common and costly mistake that can lead to back pay and penalties. Pay the role hourly and pay overtime, and if you believe a specific role qualifies as exempt, confirm it against the actual duties. This is general information, not legal advice.
What is the difference between a billing coordinator and a billing specialist?
The two titles are near-synonyms, and their duties overlap so heavily that the same employers and template vendors publish both with similar content. The general tendencies are subtle: billing coordinator skews slightly toward process oversight and coordinating billing across people and steps, while billing specialist skews slightly toward hands-on individual billing tasks, and specialist appears a little more often in medical billing contexts. In practice, though, a given company may use either title for the same job, and the responsibilities, qualifications, and pay are broadly similar. Both are almost always non-exempt. So the choice between them is largely about which word fits your company's language and the emphasis you want to signal, rather than a meaningful difference in the work. If you are deciding, pick the title your candidates are most likely to search for in your industry, and write the duties to match the actual job rather than the label. This is general information, not legal advice.
What does a medical billing coordinator do, and what makes it different?
A medical billing coordinator handles the billing side of a healthcare practice's revenue cycle: preparing and submitting insurance claims, applying or verifying CPT and ICD-10 codes, posting insurance and patient payments, working denials and appeals, generating patient statements, and verifying insurance eligibility. What makes it different from a general billing coordinator is the healthcare-specific knowledge and the compliance layer. On the knowledge side, the role needs familiarity with medical coding and insurance-claims handling, and certifications like the CPC, CPB, or CBCS are reasonable preferred qualifications. On the compliance side, the role accesses protected health information, so HIPAA applies: a signed HIPAA and confidentiality acknowledgment and HIPAA awareness belong in the onboarding. And if the practice participates in Medicare or Medicaid, federal rules require screening the hire against the HHS-OIG List of Excluded Individuals/Entities before hire and monthly thereafter. These compliance steps are exactly what the generic billing templates omit, which is why a healthcare-specific version matters. This is general information, not legal advice.
Do I need to run a HIPAA acknowledgment or LEIE check for a medical billing hire?
For a medical billing coordinator, yes to both in the typical case. On HIPAA: the role handles protected health information, and HIPAA's Security Rule requires workforce-clearance procedures for access to electronic protected health information. HIPAA does not by itself mandate a background check, but the practical standard is a signed HIPAA and confidentiality acknowledgment plus HIPAA awareness training at onboarding, which you should have ready on day one and keep on file. On the LEIE: if your practice participates in Medicare or Medicaid, federal rules require you to screen every employee and contractor, including billing staff, against the HHS-OIG List of Excluded Individuals/Entities before hire and monthly afterward. Employing or contracting with an excluded person exposes the practice to civil monetary penalties and overpayment liability, and enforcement has been increasing. The LEIE has a free online search tool, so the screening costs only a few minutes, but you must actually run it and document that you did. Build both steps into your medical billing hiring checklist. This is general information, not legal advice.
What skills and qualifications should a billing coordinator have?
Most billing coordinator roles need a high school diploma or equivalent plus relevant experience, rather than a degree, and the core skills are strong attention to detail and accuracy, comfort with billing or accounting software and spreadsheets, organization, and clear communication for handling customer billing questions. Experience in billing, accounts receivable, or bookkeeping is the most common requirement. From there, the qualifications shift by industry. A medical billing coordinator needs familiarity with CPT and ICD-10 coding, insurance-claims handling, and HIPAA, with CPC, CPB, or CBCS certification as a plus. A legal billing coordinator needs familiarity with e-billing, LEDES, and client billing guidelines. A construction billing coordinator needs knowledge of progress billing, AIA-style billing, and lien waivers. A senior coordinator adds problem-solving for complex accounts and the ability to guide other staff. Match the listed qualifications to the specific version you are hiring rather than using a generic list, since the wrong requirements either scare off good candidates or attract mismatches. This is general information, not legal advice.
How much does a billing coordinator make?
Billing coordinators are paid in a moderate hourly or low-salary band consistent with being hired across small and mid-sized businesses. The federal benchmark is the closest occupation code, billing and posting clerks, which had a median wage of about $47,170 a year, or roughly $22.68 an hour, as of May 2024. The parent group of financial clerks had a median of about $48,650. Self-reported and employer-guide sources tend to run somewhat higher, commonly reporting averages in the upper $40,000s to upper $50,000s, with experienced and senior coordinators reaching the $60,000s to around $80,000. Pay also varies by industry: legal billing tends to pay the most, healthcare and dental billing tend toward the lower end, and construction and general business sit in the middle. By seniority, entry-level roles often start in the mid-$30,000s to low-$40,000s, experienced roles land in the high-$40,000s to upper-$50,000s, and senior roles reach the high-$60,000s to around $80,000. For a posting, benchmark to your industry, location, and seniority, and provide a good-faith range where pay transparency rules require it. National compensation surveys are a useful reference for detail.
How do I hire a billing coordinator if I have no HR department?
Most small clinics, firms, and shops that hire a billing coordinator have no HR person, so the owner or office manager handles it, and the process is very manageable with a clear checklist. Start by picking the right template version (general, medical, legal, construction, small business, or senior) and editing it to your actual job and pay. Classify the role as non-exempt and post the hourly rate. When you make the hire, send a signed offer letter that states the non-exempt classification and pay, complete Form I-9 within the first days of work, collect tax forms, and have the new hire sign any confidentiality acknowledgment, plus a HIPAA acknowledgment for a medical role. For a Medicare or Medicaid practice, run the LEIE screening before the start date and document it. Then run a simple onboarding so the coordinator can start billing quickly: access to the billing system, the procedures, and the accounts. A tool like FirstHR handles the people side, e-signature for the offer and acknowledgments, an onboarding wizard and task workflows, and document management to store the signed forms and screening records, at a flat monthly rate regardless of headcount. FirstHR does not run payroll or administer benefits, and applicant tracking is coming soon. This is general information, not legal advice.
