Billing & Collections Specialist

3 months ago

Johns Creek, United States Summit Counseling Center - Atlanta Full time

Job Scope:

  • Job has recurring work situations involving high degrees of discretion.
  • The need for accuracy and effective utilization of available resources is high.
  • Errors in judgment could cause disruptions to the Center’s mission and adversely impact attainment of the Center’s goals.
  • Incumbent operates under the supervision of the Finance Manager.


General expectations of this role include:

  • To support the vision, mission, and guiding principles of The Summit Counseling Center in accordance with ethical standards.
  • While performing any procedure, all associates and contract personnel must observe applicable Safety, Health, and Environmental rules and guidelines.
  • Attend and participate in training opportunities and seminars relevant to this position.
  • Adhere to appropriate Summit operating procedures, benefit rules, employment, and safety policies/practices.


Essential Duties and Responsibilities:

  • Redbars:
  • Run daily unbilled appointment report in Valant.
  • Record all appointments daily, beginning with the oldest date.
  • Maintaining recording of all appointments within 72 hours.
  • Applying Insurance to process payments for appointments, if applicable.
  • Verifying authorizations remaining and contacting the client/therapist as needed for additional sessions.
  • Processing credit card payments through Cardpointe and applying them in Valant.
  • Sending Payment Requests through web portal.
  • Charging Late Cancels according to policy.


  • Payment Processing:
  • Run twice daily transactions report in Cardpointe.
  • Verify against payments already posted in Valant.
  • Apply unposted transactions in Valant to the corresponding patient and appointment date.
  • Reviewing transactions for any payment inconsistencies and errors.
  • Fixing any errors as found.
  • Negotiate payment plans (no greater than 6 months) with approval from the finance manager.
  • Maintain those payment plans until debt is satisfied.
  • Escalate to manager when necessary.
  • Reviewing other resources available to clients with balances, ie: funding or grants – if possible, applying or connecting with the financial counselor.
  • Assisting with collecting payment by phone or assisting the billing specialist in posting and applying of payments received.


  • Maintaining Accurate Records:
  • Review for balances greater than 2 sessions and add “do not schedule” popups to upcoming appointments and in chart.
  • Notating all communication with patient in chart.
  • Auditing procedure codes and unit hours when billing.
  • Uploading documentation as needed in patient charts.


  • Customer Service:
  • Providing excellent customer service to clients and other stakeholders.
  • Answering calls and emails for billing concerns within 48 hours.
  • Resolving bill issues, such as discrepancies or disputes, by communicating with clients and other stakeholders.
  • Sending Superbills as requested by clients.
  • Adding in Diagnoses as needed to statement for patients to be reimbursed if submitted to an insurance company.


  • Aging Collections:
  • Contact guarantors with overdue balances and attempt to collect the overdue amount or discuss options.
  • Ensuring collection notes are added into patient chart.


  • Collaboration:
  • Effectively able to collaborate with peers and front office/clinical staff as needed to address issues and work together on shared goals.



Additional Duties and Responsibilities:

  • Projects, as needed.
  • Fund Disbursements and Refunds, as needed.
  • Assisting as a back-up to a colleague as needed.


Competencies/Specific Experience or Training Preferred:

  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
  • The requirements listed below are representative of the knowledge, skill, and/or ability required.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Education and Experience:

  • Associate degree in finance, Accounting, Business, or a related field.
  • 5 or more years of experience in accounts receivable, customer service or related field.
  • Or equivalent skill, knowledge and experience in areas related to this position.


Knowledge, Skills and Abilities:

  • Technology/Software
  • Proficiency in MS Office, Microsoft 365, Excel, Sharepoint.
  • Effective computer skills to input to use bookkeeping and account management software in a timely and efficient manner.
  • Communication
  • Professionalism in communicating with colleagues, departments, and clients.


  • Organization, Time Management and Prioritization Abilities.
  • Strong Attention to Detail.
  • Understanding of HIPAA regulations for health care.


Job Conditions:

  • The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job the associate is:
  • Frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear.
  • Able to see data and charts and work with multiple monitors and applications at the same time.
  • Occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl.
  • Occasionally lift and/or move up to 30 pounds.
  • The noise level in the work environment is usually low.




*It should be noted that this position has a Bona-Fide Occupational Qualification (BFOQ) in the area of religion in compliance with U.S. Code Title 29, Chapter 14, Section 623. Since the mission of the Center is to integrate faith and therapy within the counseling process from the point of view of an adherent of Christian faith, the position requires the willingness to perform this service for clients and to demonstrate adherence to Christian faith by evidence of regular participation in and/or leadership within a Christian community of faith.

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