Supervisor, Cash Posting and Reconciliation at Orthopedic One – Westerville, Ohio

Position Summary: Responsible for supervising the Payment Specialist and Reconciliation team and ensuring that daily and monthly department processes are consistently completed for accurate and timely posting of all payments received by Orthopedic One.

Responsibilities/Accountabilities:

Financial Reconciliation:

1. Responsible for the accuracy of incoming and outgoing EMR payment processes including utilization of proper payment transaction types for: patient statement collections (on-line and via mail), patient payments at point of service, payments received from collection agency and payments from insurance payers.
2. Monitors processes and work performed to ensure appropriate segregation of duties and PCI compliance.
3. Ensure unapplied payments and accounts are reconciled in a timely manner.
4. Ensure self-pay balances are appropriately reconciled to provide accurate patient statements.
5. Facilitate proper cash balancing procedures at physician and therapy clinics including notifying operational leadership of unbalanced cash-outs and/or missing funds. Provides education and training support for this work as needed.
6. Oversee refund processes in collaboration with the finance team.
   1. Ensure refund approval processes are followed prior to issuance of all refund checks.
   2. Prepare patient refund data bi-weekly and submit to finance for processing.
   3. Ensure insurance take-backs and refunds are processed timely and reconciled according to payer policy.
   4. Ensure accounts are noted appropriately with refund information in the EMR A/R notes.
7. Ensure the general ledger is balanced with finance at month end which includes maintaining the Orthopedic One balancing spreadsheets (banking and clinics) and other key reporting documents related to daily cash posting totals.
8. Review financial reporting monthly on reconciliation of cash clearing account.
9. Completes assigned To Do’s daily, ensuring response is timely based on the status assigned (1 Normal – Respond within 3 days, 2 Priority – Respond within 2 days, 3 Urgent – Respond within 1 day).
10. Responsible for ensuring accuracy of patient account dashboard for payment posting KPI’s, productivity and quality.
11. Provide reporting based on the needs of the Patient Accounts Department.
12. Establish cash posting and reconciliation training and education materials for the department.
13. Identify and create workflows in EMR to create efficiencies including billing and EMR edits, chargemaster and clearinghouse set-up, auto posting, and auto adjustments for cash posting.
14. Maintain Insurance Payer lockbox to ensure EDI payments are set up correctly in Clearinghouse system.
15. Maintain Patient Lock Box and patient payment process for reconciliation.

Month End Process:

1. Maintains month-end data reporting for Patient Accounts Department.
2. Reconcile and verify all deposits have been posted into the practice management system and carry over those not posted to the new monthly spreadsheet.
3. Post collection check and reports payment to collections agency.
4. Ensures unapplied monies on all accounts are reconciled in a timely fashion as defined by leadership.
5. Ensures bank adjustments and insufficient funds notifications are reconciled monthly with finance and the general ledger.

Projects:

1. Conducts special projects and studies as requested by management.

Staff Selection and Performance Management:

1. Works with HR to interview and select staff and timely completion of related documentation.
2. With HR Support, ensures performance appraisals define and measure a high level of work performance.
3. Completes introductory and annual performance appraisals based on observed behaviors and work outcomes supported by appropriate documentation.
4. Works to understand how staff are motivated and balance the needs of the organization and the individual. Sets expectations and rewards staff or achieving desired performance.
5. Initiates coaching, disciplinary action, and performance improvement planning to address violations of policy and/or poor performance.
6. Facilitates conflict resolution with staff with support as required based on circumstances.

Orient and Train Staff:

1. Orients new staff, ensuring they know the purpose of the organization, their department and position.
2. Ensures that employees have resources, tools, feedback, assistance and training needed to achieve desired performance including productivity and qualitative expectations.
3. Provides effective and timely on-the-job training such that performance objectives are clear, staff members have knowledge and skills necessary to perform effectively.
4. Builds learning into work performed such that staff gains increasing understanding of how and why work is performed.
5. Instruction and information provided to staff results in complete understanding.
6. Educates staff on all applicable new or established policies, procedures, and expectations.

Leadership:

1. Supports the mission, vision, values and code of conduct, goals and objectives of Orthopedic One.
2. Proactively reviews metrics important to the department workflow including work volume, customer satisfaction measures, etc. and makes recommendations to modify schedules, staff hours/staffing levels, and workflows to maintain productivity, quality, and accuracy.
3. Decisions, including those pertaining to staff, reflect complete and accurate analysis of relevant issues (past practices, work history, individual and group performance, department and company needs, consistency, fairness, regulatory or legal concerns, etc.).
4. Adheres to and administers company policies consistently and fairly in all matters (Employee Handbook, P&P, Risk, etc.).
5. Manages time and attendance to ensure employees are paid accurately and consistently based on company practices and policies.
6. Maintains department schedule/calendar and provides timely response to PTO requests.
7. Submits reports/documents to appropriate parties in a complete, accurate and timely fashion (Personnel Action Notice, expense reports, etc.).
8. Promotes and supports an environment in which staff members engage in appropriate professional development, continuing education and lifelong learning opportunities.

Professional Development:

1. Prepares appropriately to attend and participate in company meetings or projects as assigned.
2. Facilitates special projects or assignments at the request of management.
3. Attends to own professional development responsibilities and encourages/plans for staff to do the same.

Teamwork:

1. Works cooperatively with coworkers, providers, and management.
2. Shares knowledge and insights with co-workers in a constructive manner.
3. Willingly provides coverage to department, staying beyond scheduled ending time when clinic schedule demands it, volunteering to cover time off or unexpected absences, maintaining workflow in department without direct supervision.
4. Addresses conflicts with person directly before involving manager or uninvolved peers.
5. Is considerate of others with regard to taking breaks or meal periods, use of computer and telephone, and noise in department.

Education, Experience, and Certification/Licensure Required:

Position requires a minimum of an associate’s degree or a combination of relevant work experience. Previous experience with cash posting and/or bookkeeping is required. Relevant experience, including a minimum of 2 years of work experience as a supervisor and 5 years in a business office setting, preferably in healthcare. Candidates must be proficient with MS Office products including Word, Excel, Outlook and Teams. Excel proficiency at an intermediate level as demonstrated by ability to create/setup new spreadsheets, use formulas, and data manipulation with sorting, pivot tables, and VLOOKUP functions.

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