Payment Entry Coordinator

1. Job Identification

Job Title Payment Entry Coordinator

Reporting to Billing Supervisor

Department / CC Billing/1100

Location Phoenix Administration

Job Reference AARA/PayCO

No. Job Holders 4

Last Update July 2000

2. Job Purpose

The job purpose for the Payment Entry Coordinator is to post all incoming payments in a timely and accurate fashion, noting variances accordingly and working in a self-directed manner to resolve them quickly. This includes insurance payments, self-pay payments, quick pay batches, zero pay remittances and credit card batches.

3. Job Dimensions

Supervisory/Line Management Authority

None

Area Authority

None

Financial Authority

None

Process Authority

Directed, standardized process authority in assessing, prioritizing, coordinating and completing their workload in close consultation with the accounting and billing teams.

Patient Contact

Minimal. Could have patient contact via email, web portal and telephone.

The above dimensions are not an exhaustive list. AARA reserves the right to alter the dimensions of all

roles within the organization as required.

4. Organizational Position

CFO

Director, Revenue Cycle Management

Billing Supervisor

Payment Entry Coordinator

5. Role of the Department

The role of the billing department is to maintain the flow of both charges and payments, assist patients with billing inquiries and facilitate all administrative duties that accomplish this. The department has a high level of financial responsibility that would be at risk for poor public perception and negative financial performance when standard operating procedures are not followed.

6. Key Result Areas

• Download and/or retrieve remittance advices from all available sources; clearinghouse, payer sites, paper, FAX, etc.
• Post payments according to the explanation of benefits as presented. Adhere to department goals of accuracy and turn-around time.
• Ensure the batch reconciliation on a daily basis is executed.
• Identify and correct balancing issues between deposits, remittances and batches. Corrects these with urgency.
• Identifies and works to retrieve missing remittances.
• Works in coordination with billing staff to ensure account resolution.
• Works in coordination with other departments to resolve patient billing inquiries.
• May require irregular work hours or overtime on the last business day of the month.
• Performs other duties as assigned.

7. Equipment, Machinery and Systems

Equipment and Machinery

• Telephone
• PC / Laptop
• Scanner / Fax / Copier
• General Office Equipment

Systems

• Paycom
• NextGen
• Availity
• MS Office applications
• Banking and insurance portals

8. Assignment and Review of Work

All new AARA employees will agree initial objectives to be assessed on completion of their 90-day initial review period. Thereafter, all employees will enter the annual appraisal cycle under the AARA Talent, Performance and Career Management Policy where annual appraisals will be conducted by their Line Manager and CEO. Further information on the appraisal cycle calendar is available from the HR Manager and from the Talent, Performance and Career Management Policy on the AARA Intranet.

9. Communication and Relationships

The postholder must have strong interpersonal and relational talents. Success in this role involves building and maintaining relationships with internal and external stakeholders

Key Internal Relationships

Director of Revenue Management

Billing Supervisor

Billing Team Lead

Site Managers

Key External Relationships

Patients

Medical staff in different practices

10. Demands of the Job

• Long periods of sitting and VDT operation.
• Critical thinking, problem solving and mathematical calculating.
• Calm resolution to potentially unreasonable or angry patients regarding account balances and financial responsibility.

Knowledge, Skill, Training and Experience to do the Job

Essential

• ANSI remark code knowledge, EOB and remittance advice proficiency, CPT4 and ICD10 knowledge, 2 years.
• Medical billing, 2 years.
• Financial literacy, 5 years.

Desirable

• Payment posting in a large healthcare practice, 2 years.
• Clinical Billing and Collections, 1 year
• Associates’ degree or advanced education specific to accounting.
• NextGen PM system, 1 year.