Billing Associate - Hagyard Equine Medical Institute

Billed associate position is open at Pet Vet Care Centers' Hagyard Equine Medical Institute. The Billing Associate will manage accurate and timely billing, payment processing, account support, and client communication while assisting with account reconciliation and the resolution of billing‑related inquiries.

The Billing Associate supports the hospital’s finance functions by ensuring all billing activities reflect accurate charge entry, timely invoicing, and resolution of client questions. Responsibilities include reviewing billing tickets, processing payments, maintaining client records, and collaborating with veterinarians and staff to resolve discrepancies.

• Review and process billing tickets, ensuring accurate entry of charges, procedures, and client account information.
• Research account ownership and verify billing details to support accurate invoicing and charge processing.
• Prepare, print, distribute, and mail invoices, statements, and account copies as requested by clients or internal departments.
• Process client payments and assist with daily payment reconciliation activities to ensure accurate financial records.
• Support credit card, check, and other payment processing functions in accordance with company policies and procedures.
• Respond promptly and professionally to accounts receivable and billing‑related phone calls, emails, and inquiries.
• Communicate effectively with clients, veterinarians, and internal staff to resolve billing discrepancies, payment concerns, and account disputes.
• Maintain accurate account documentation and update client records as needed.
• Assist with monitoring outstanding balances and supporting collection follow‑up efforts when appropriate.
• Provide administrative and operational support for the billing and accounts receivable team.
• Participate in special projects, process improvement initiatives, and additional duties as assigned.

• High school diploma or equivalent required; associate degree in business, accounting, or related field preferred.
• Previous experience in billing, accounts receivable, customer service, or administrative support preferred.
• Experience with payment processing or account reconciliation preferred.
• Strong attention to detail and accuracy in data entry and financial documentation.
• Ability to manage multiple tasks and prioritize responsibilities in a fast‑paced environment.
• Excellent communication and customer service skills, both written and verbal.
• Ability to maintain professionalism and confidentiality when handling sensitive financial and client information.
• Proficiency in Microsoft Office applications and ability to learn billing or practice management software systems.
• Strong problem‑solving and organizational skills with the ability to work independently and collaboratively.

Primarily Monday through Friday, approximately 8:00 AM to 4:00 PM. Some overtime may be required.

• Medical, dental, and vision insurance
• Paid Parental Leave (birth, adoption, foster)
• 401(k) with discretionary contribution
• Team Member Pet Discounts
• Emotional wellbeing support – including Calm app access and 24/7 EAP
• CE stipends and career development resources
• Grant Circle – a relief fund for team members facing personal hardship

$18—$20 USD

Pet Vet is an equal opportunity employer. All employment decisions are made without regard to race, color, age, gender, gender identity or expression, sexual orientation, marital status, pregnancy, religion, citizenship, national origin/ancestry, physical/mental disabilities, military status, or any other basis prohibited by law. EOE, M/F/D/V