Reconciliation Specialist

Overview

Position:
Schedule - Shift Regular Full Time - Day Shift

Responsible for assisting Patient Accounts leadership in ensuring that daily and monthly department processes are completed to ensure expedient collection of payments at the maximum level of reimbursement allowed for the services provided by Orthopedic ONE physicians.

• Oversees established billing processes related to the practice management system, balances daily income with end-of-day reports from the practice management system.
• Reviews practice management system daily reports to confirm correct location, facility, and company fields were chosen for claims with Payment Specialist.
• Manages live checks using the electronic deposit machine (EDM) and cash deposits from satellite sites, ensuring deposits are made at the bank by end of day.
• Pulls daily reports from online payment processor for distribution to Payment Specialists; manages errors and/or refunds for credit cards.
• Verifies receipt of end-of-day totals (co-pay log sheets) from off-site locations, saves in electronic folder, and distributes to Payment Specialists.
• Processes refunds for patient and insurance unapplied payments that cannot be reconciled to accounts; prepares refund checks weekly with accompanying letters; notes refund information in the EMR A/R.
• Enters daily totals on Orthopedic One balancing spreadsheet and verifies that totals match those in the practice management system.
• Runs daily total from EMR to update the accounting spreadsheet; maintains cash log for satellite locations to reconcile cash and check deposits; takes steps to resolve discrepancies.
• Verifies that credit card settlement statements match postings in the practice management system.
• Completes assigned To Do’s daily with status-based response times (1 Normal – respond within 3 days, 2 Priority – respond within 2 days, 3 Urgent – respond within 1 day).
• Provides daily posting numbers by Payment Specialist to Supervisor weekly.

• Verifies all deposits have been posted into the practice management system and carries over unposted items to the monthly spreadsheet.
• Posts collection checks and reports payments to collection agencies.
• Runs unapplied reports for patients and insurers to reconcile accounts.
• Reconciles bank adjustments and insufficient funds notifications monthly.

• Reviews reports from Finance for previous EMR payments by location, provider, and referring provider.
• Reports error trends to Supervisor for review.
• Conducts special projects and studies as requested by Director.

• Communicates with patients, insurance carriers, and other outside entities professionally; identifies solutions and responds courteously to patient concerns; uses appropriate grammar and demonstrates tact and diplomacy in interactions by phone and in person.
• Diffuses negative situations with patients and maintains a professional tone during high workload periods.
• Communicates with staff in a professional manner; shares information relevant to work; avoids gossip; asks and answers questions related to improving department performance.

• Works cooperatively with coworkers, providers, and management; shares knowledge constructively.
• Provides coverage to the department beyond scheduled hours when needed; maintains workflow during absences without direct supervision.
• Addresses conflicts directly before involving others and respects breaks and resource usage in the department.

• Knows and complies with Orthopedic One Employee Handbook and related policies; supports leadership in implementing policies; participates in training and adheres to compliance and risk management programs.

The applicant must have a minimum of five years experience in a business office setting, preferably healthcare; experience in payment posting and Orthopedic One EMR system strongly preferred.

Must be proficient in Microsoft Office (Word and Excel); able to create and modify spreadsheets with formulas and pivot tables; knowledge of basic accounting principles; ability to plan, organize, prioritize, and complete assignments without direct supervision; professional, tactful, and diplomatic in interactions; effective interpersonal and communication skills; ability to maintain patient confidentiality and observe HIPAA guidelines.

Location:

Westerville, OH, United States