About Us
TELL is a not-for-profit organization dedicated to providing the best, most effective support and counseling services to the international community in Japan, specifically to address the country’s growing (and, in many cases, unmet) mental healthcare needs. Our unique 3-in-1 structure (combining lifeline + counseling + outreach pillars within a mission-driven NPO structure) enables us to reach and impact a diverse range of communities. This approach allows us to address intricate human challenges in a more multi-dimensional and holistic manner.
Joining TELL offers a rare opportunity to apply your skills and experiences to an organization that makes a tangible difference in people’s lives every day.
The Role
Billing & Administration Specialist (BAS) is responsible for managing billing submission for various payment types and pay application of reimbursements, assisting with daily centralized billing procedures, and additional administrative functions necessary to support the Clinical Manager, staff, and Tokyo Clinic (TC) operations. The BAS will report to the Lead Billing Supervisor for tasks/ assignments and scheduling. The BAS will report to the Clinical Manager for other issues.
Working Arrangement
Employment Type & Hours of Work:
There are two possible arrangements for this role;
One year Fixed-term Employment position (Renewal is decided by mutual agreement): Part-time or Full-time capacity of 30- 40 hours per week (Generally Monday- Friday 5 working days per week with a minimum of one day per week working from TELL Okinawa office).
And/Or
Independent Contractor position: Minimum 15 hours per week, and remote working from your own residence with occasional working from TELL Okinawa office as requested.
※For both arrangements, additional work outside of these hours may be required to meet job requirements.
- Location: TELL Okinawa-office (6 Chome-4-8 Mizugama, Kadena, Nakagami District, Okinawa) and Remote-working from your residence.
- Reporting to: Clinical Manager (also report to the Lead Billing Supervisor for tasks/ assignments and scheduling)
Responsibilities
Billing Duties
- Contribute to daily centralized billing processes for insurance clients
- Ensure consistent submission of Tricare Select claims on behalf of clients as assigned
- Submit all Tricare Prime invoices at agreed upon schedule
- Apply Tricare reimbursements to ensure TELL records are updated accordingly and timely
- Follow up on unpaid claims or sessions
- Additional billing tasks as identified and assigned by Lead Billing Supervisor or Clinical Manager
- Train new staff (or clinicians, as needed) on processes for billing.
- Maintain communication with clinicians regarding pay issues as they arise
- Attend monthly clinical staff meetings
- Attend biweekly admin team meetings
Required Qualifications, Skills and Experiences
- More than 3 years of experience in billing, invoicing, accounts administration, or a similar administrative role.
- Strong attention to detail and accuracy, particularly when handling invoices, payments, and financial records.
- Experience with accounts receivable, billing processes, and payment reconciliation.
- Good PC skills, particularly Excel, and the ability to learn and use accounting or billing systems.
- Strong organisational and time-management skills, with the ability to manage multiple tasks and meet deadlines.
- Excellent English written and verbal communication skills, with the ability to communicate professionally with internal and external stakeholders.
- Japanese written and verbal communication skills are desirable but not required.
- Ability to identify discrepancies, resolve billing issues, and follow up on outstanding payments.
- Strong problem-solving and analytical skills.
- Ability to work independently while also collaborating effectively with a team.
- High level of confidentiality, professionalism, and integrity when handling financial and personal information.
What TELL could offer to you
Meaningful Impact: Contribute to a cause that truly matters by actively participating in mental health advocacy and making a positive impact on the lives of individuals and communities in Japan.
Flexible work environment and professional growth: Engage in continuous learning and professional development opportunities while enjoying a flexible work environment. We offer a three-month flexible working hours system with no core hours for employees, giving you genuine autonomy over how you manage your work schedule. In addition, we provide hybrid working arrangements, with the flexibility to work from home when business needs allow.
Community Engagement: Be part of a vibrant and diverse community that actively engages with various stakeholders, including NGO, government, community organizations, corporate partners, and individuals passionate about mental health.
How to Apply
Interested candidates should send a CV or Resume to the following emails: [email protected]; [email protected]; [email protected];
Please note we are unable to provide a work visa, and require all applicants to have working permissions and residence established in Japan in order to be considered for the position.