Accounts Receivable Coordinator

Job Summary

The Accounts Receivable Coordinator is responsible for overseeing accounts receivable functions related to medical supply sales and services. This role plays a crucial role in managing billing processes, resolving payment discrepancies, and ensuring timely collection of outstanding invoices to optimize cash flow and maintain positive customer relationships.

Key Responsibilities

• Billing and Invoicing:
  • Generate and distribute accurate invoices for medical supply sales and services rendered to customers.
  • Ensure billing information is complete, including itemized charges, payment terms, and billing codes.
• Accounts Receivable Management:
  • Monitor accounts receivable aging reports and follow up on overdue invoices to secure payment.
  • Investigate and resolve billing discrepancies, disputes, and payment issues with customers.
• Payment Processing:
  • Process incoming payments, including checks, credit card payments, and electronic fund transfers, and apply them to customer accounts.
  • Reconcile payments received with invoices issued and maintain accurate records of transactions.
• Collection Activities:
  • Contact customers via phone, email, or mail to communicate payment reminders and past-due notices.
  • Negotiate payment arrangements and facilitate payment plans for customers experiencing financial difficulties.
• Credit and Collections Policies:
  • Ensure compliance with company credit and collections policies, as well as applicable regulatory requirements.
  • Recommend updates or revisions to credit terms, payment terms, and collections procedures as needed.
• Reporting and Analysis:
  • Prepare regular reports and analysis on accounts receivable aging, collection activities, and cash flow projections.
  • Identify trends, patterns, and opportunities for process improvement to enhance collections performance.

Preferred Qualifications

• High school diploma.
• Experience in accounts receivable, billing, or related roles, preferably in the healthcare or medical supply industry.
• Proficiency in accounting software and Microsoft Office Suite (Excel, Word, Outlook).

• Knowledge of medical billing codes, insurance reimbursement processes, and healthcare payment systems.
• Strong attention to detail, analytical skills, and problem-solving abilities.
• Excellent communication, negotiation, and customer service skills.

Working Conditions

• Works in office area(s), warehouse, pharmacy, and some positions work in a long-term care environment (i.e. nursing home, drug rooms, nurses stations, resident rooms, etc.).
• Moves intermittently during working hours.
• Is subject to frequent interruptions.
• Is involved with customers, and customer representatives, family members, residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances.
• Is subject to hostile and emotionally upset residents, family members, personnel, and visitors.
• Communicate with the designated facility staff, nursing personnel, residents, or family members.
• Works beyond normal working hours and on weekends and holidays when necessary.
• Is subject to call back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
• Is involved in community/civic health matters/projects as appropriate.
• Attends and participates in continuing educational programs.
• Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants.
• Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS, COVID-19, and Hepatitis B viruses.
• May be subject to the handling of and exposure to hazardous chemicals.

Education

Must possess and maintain any and all necessary active and unencumbered certifications, degrees, or licenses in the necessary state, to the extent the position requires such certifications, degrees, or licenses.

Specific Requirements

• Must be a supportive team member, contribute to and be an example of teamwork and team concept.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with customers, personnel, residents, family members, visitors, government agencies/personnel, and the general public.
• Must not pose a direct threat to the health or safety of other individuals in the workplace.

Physical and Sensory Requirements (with or without reasonable accommodation)(With or Without the Aid of Mechanical Devices)

• Must be able to move intermittently throughout the workday.
• Must be able to read, speak, and understandably write the English language.
• Must be able to cope with the mental and emotional stress of the position.
• Must function independently, and have flexibility, personal integrity, and the ability to work effectively with customers, residents, personnel, and support agencies.
• Must meet the general health requirements set forth by the policies of this company, which include a medical and physical examination if the position requires.
• Must be able to push, pull, move, and/or lift a minimum of 50 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.

All Other Duties as Assigned.

I understand this job description and its requirements; I understand that this is not an exclusive list of the job functions and that I am expected to complete all duties as assigned; I understand the job functions may be altered by management without notice and that I am an at-will employee.

Accommodations

The company is an equal opportunity employer and recognizes that an individual with a disability may require accommodation to enable the individual to successfully perform a job function. I understand that I should discuss with my supervisor any needed accommodation. I agree to cooperate with the company in identifying and discussing any available reasonable accommodation that may enable me to perform the essential function(s) of my position.