Hours: Monday to Friday - 8am to 5pm

Summary & Objective

The Accounts Payable Coordinator works in coordination with the Manager of Accounts Payable in processing payments of all vendor/contract invoices, reconciliation of payable accounts and ensuring timely and accurate posting of accounts.

Essential Functions

• Assists the Manager of Accounts Payable with month-end closing related to payables and advises of problems and adjustments that need to be made.
• Reviews patient-related invoices received from vendors utilizing Suncoast program to verify information and inputs comments/notes.
• Posts invoices received from vendors to Accounting System for CH and CPCS and double checks them for accuracy.
• Bundles posted invoices for review by the Manager of Accounts Payable for payment approval.
• Responsible for handling and mailing checks issued, separating remittance advice (if applicable) and attaching supporting documents to corresponding check voucher.  
• Handles claim status emails, phone calls and correspondence from vendors regarding payment or account balance inquiries.
• Following monthly calendar and procedures prepares deposit slips and makes deposits for the General Operating Account of CH and CPCS.
• Works in coordination with the Patient Care Managers to ensure proper authorization/payment of corresponding invoices. 
• Prepares documentation necessary for Manager of Accounts Payable to reconcile vendor statements.
• Responsible for the timely filing of check voucher bundles.
• Handles phone calls and correspondence from/to Nursing Home, Pharmacy, all non-clinical invoices including expense reimbursements and claims regarding payment or account balance questions. Follows up on contested billing and maintains proper notation in Suncoast and QB.
• Verifies Room & Board, patient t liability and NH rate on billing sheets received from Nursing Homes according to Suncoast information to process timely payments to the NH and communicates any discrepancies with the NH. 
• In coordination with the Accounts Receivable Manager receives pharmacy and Room & Board notifications of new admissions indicating admission date, patient liability (if any) and location.  
• Responsible for the monthly preparation of all pharmacy invoices (if applicable).
• Responsible for posting all non-clinical invoices, expense reimbursements and check requests. Responsible for setting up all new vendors in QB.
• Responsible for processing and keeping track of all Retro Reviews and Outlier claims from the hospitals.
• Prepares monthly DME excel invoice from Life Healthcare for posting before closing.
• Responsible for the processing of all CMS 1500 claims related to inpatient and outpatient admissions generated by Physicians, Labs & Radiology for contracted and non-contracted physicians. 
• Responsible for maintaining the MD Daily Log up to date.
• Responsible for sending a 45 day no response denial letter on all CMS letters if no acknowledgement is received.

*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Other Duties

• Reports to Manager of Accounts Payable of any date inconsistencies between vendor invoices and patient census records.
• Provides coverage for the receptionist as needed including a daily afternoon break.
• Prepares all vendors paid in the prior month for OIG monthly report on the 15th of each month.
• Handles phone calls faxes and correspondence from/to Hospitals, Ambulance Company, Lab, Linen Service, Biohazard Company, DME & Transcribing Services regarding payment or account balance questions, following up on contested billing. Maintains proper notation in Suncoast.
• Maintains accurate vendor maintenance of QB and W9 information of all vendors.
• Prepares monthly excel file for the physician payment by creating individual payment sheets.
• Upon request from hospital vendors provides claim status updates within 24 hours of call or fax/email.
• Verifies Hospitals invoices against Suncoast data. Applies corresponding hospital rate, calculates payment amount based on rates and DOS. Maintains proper notation in Suncoast.
• On a monthly basis maintains the hospital accrual backup informing Manager of Accounts Payable of any discrepancies.
• Serves as backup to prepare denial letters approved by the Manager of Accounts Payable, making proper notation in Suncoast.
• Create a bi-monthly mail merge of CMS guidelines letters and send them certified mail.
• Responsible for the claim status line.
• Responsible for forwarding all email corresponding received from the department’s email account.
• Prepares monthly pharmacy excel invoice from One Point for posting before closing.
• Prepares monthly medical supply excel invoice from Medline for posting before closing.
• Monthly Reconciliation of the Finance petty cash.
• Prepares denial letters approved by the Manager of Accounts Payable, on a monthly basis making proper notation in Suncoast.
• In coordination with Contract Specialists, requests one-time contracts of non-contracted physicians’ invoices approved by Executive Director.
• Ability to handle sensitive information and maintain confidentiality.
• Effectively coordinate multiple projects from different sources with competing timelines and meet hard deadlines.
• Must maintain very organized records or files.
• Work product must be accurate and is subject to random and frequent auditing.
• Timely completion and submission of reports to fiscal intermediaries as required.
• Maintain your required licenses, certifications and mandatory skill updates.
• Comply with all policies, local, state and federal laws and regulations.
• Provide other duties of other team members.
• Perform other duties as assigned.

Supervisory Responsibility

• May serve as an interim department leader depending on need

Physical Requirements

• Must be able to lift and/or move up to 50 pounds and push/pull up to 250+ pounds, walk, climb stair or ladders, stand on feet for extended periods of time, etc.

Disclaimer

The job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.

EEOC Statement

CHS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Knowledge & Experience Requirements

• High School Diploma or Bachelor’s Degree, or equivalent education or equivalent combination of education and experience.
• 3-5 years of experience in basic bookkeeping and accounts payable or general accounting principles and practices.
• Knowledge of Medicare and Medicaid billing regulations and Medicaid eligibility process required.
• Experience in Medicare, Medicaid and other third-party billing a plus.
• Must have knowledge of computer office/clinical software.
• Must be able to read, write and understand the English language.