Job Title: Billing Coordinator Paid Trainee
Hours: Monday - Friday 9:30am - 6:00pm with a one hour lunch
Reports To: Finance Manager
Location: Carmel and Briarcliff, NY

Summary of Position:

Are you ready to work one-on-one with patients and parents? Are you the type of person that knows how to work hard in a fun environment? Do you have good character and want to work where the patient is ALWAYS number one? Putnam Orthodontics has an opportunity of a lifetime!

Punam Orthodontics creates beautiful smiles while building long lasting relationships! Our friendly staff strives to provide a positive and pleasant orthodontic experience to all our patients. Putnam Orthodontics is looking for an individual that attracts other people like a magnet, takes pride in completing tasks, can use time optimally, has good attention to detail, and has excellent phone and communication skills. We have a fun atmosphere and are looking for someone that will fit the office culture.

Responsibilities & Duties:

Statistical Record Keeping and Management Reports

• Run weekly, month–end and year–end computer reports and review them with the doctor on a regular basis. Use the Daily, Weekly, Monthly and Yearly checklists so all reports are run.
• Credit Balances
• A credit balance may indicate a payment was paid but the contract or one-time charge was never entered.
• A credit balance could indicate an overpayment that should be refunded to the patient or the insurance.
• A credit balance could indicate a payment that was posted to the wrong account.
• A credit balance could indicate a refund check was sent but the offsetting entry (the adjustment) was never made.
• Insurance Accounts Receivable
• Check that there is never a credit balance in each patient’s Current Due Balance. Insurance companies rarely pay ahead! A credit balance would indicate the terms of the contract do not match the insurance disbursement schedule. Therefore, you run a high risk of the account being delinquent but the practice is not aware of the delinquency.
• Production Adjustment Report
• Monitor that discounts, write offs, etc. are accurate.
• Evaluate the validity or appropriateness of adjustments
• Collection Adjustment Report
• Monitor that refunds, NSF, and miscellaneous payment adjustments are accurate and valid.
• Match refund adjustments to the refund checks written
• Match NSF checks to bank statement.
• Watch arbitrary use of miscellaneous payment adjustments.
• Contracts Report
• Monthly, run the ledger report of contracts entered for the month and compare it to the patient tracking report of starts for the month to be sure all starts were posted.
• Total Credit Card Deposit
• Check that credit card payments posted to each patient ledger match the daily batch total that is retrieved from the bankcard machine. This will indicate that all payments were actually run through the machine.
• Balance credit card deposits to merchant statement.
• Match merchant statement to bank statement.
• Have complete understanding of all other computer reports (e.g. Daysheet, Accounts Receivable, Deposit Summary Report, Ledger Report, Patient Tracking Reports, Referral Reports, etc.)
• Keep month–end statistics as outlined in appropriate binders.
• Keep a record of collections and salaries for computation of the incentive bonus plan.

Bookkeeping

• Prepare a financial contract for all patients who decide to go ahead with treatment after the exam.(The treatment coordinator prepares a contract if the patient says, “Yes,” to treatment the day of the exam.)
• Post all contracts into the computer the day of the start (or the next day in the case of the satellite).All patients must be posted during the month they started. When the contract is posted, post the start code in order to automatically change the patient’s status and to automatically count the start. Coordinate with the Treatment Coordinator to ensure that contract charges have been posted.
• On the date of the start of treatment, submit the insurance claim form to the insurance carrier. If required, enter the continuation of treatment insurance form into the computer and maintain the insurance system. Send in continuation of treatment forms monthly or as needed. Handle inquiries from insurance companies.
• Keep on top of all collection problems and keep them current at all times. Maintain rigid schedule for sending out statements to delinquent accounts and calling delinquent accounts. Handle all inquiries. Renegotiate financial agreements if a patient's financial situation requires it. Send out “Due As Of” Statements (as appropriate based on due dates) to all patients with a balance. We do not send out past due statements and no payment coupons are issued. Each day, run the Collections Report to see who is delinquent.
• Post all charges and payments except those payments received when a patient is checked out. (Scheduling Coordinator posts payments received at the desk). Mail receipts to patient if requested.
• Post all adjustments. Discuss all adjustment with the doctor monthly.
• Each day, print the day sheet and reconcile cash and checks with the deposit slip. Give to the person taking the deposit to the bank or take the deposit to the bank. The day sheet and the deposit must match.
• Keep current on Accounts Payable.

Education/Experience:

• Two years education in accounting, bookkeeping, collections related field or five years experience in bookkeeping setting.

Skill/Abilities:

• Good interpersonal skills to maintain effective rapport with patients, parents, doctor, other staff members, and community.
• Use of computer, calculator, and typewriter.
• Ability to balance bank statement. Ability to add, subtract,
• Ability to multiply and divide without errors.
• Letter composition skills. Typing speed of 50 wpm. Legible handwriting for notations in patient chart.
• Effective verbal skills to communicate with patients and parents in order to make financial arrangements and collect on delinquent accounts as well as to communicate with the Accountant. Good telephone techniques.
• Trouble–shooting problems with insurance carriers.
• Creativity in working out payment of delinquent accounts.
• Attention to detail and follow through in coordinating packing slips, invoices, and statements

Bilingual Spanish speaking a plus

**Please submit resume with application**

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Do you have reliable transportation and are able to commute to Briarcliff AND Carmel, NY

Experience:

• Accounts payable: 1 year (Preferred)
• Spanish: 1 year (Preferred)
• Accounting: 1 year (Preferred)

Work Location: In person

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