Reports to the Director of Cash Management. Manages the daily operations, accounting controls, reporting, and process improvement activities of the Cash Application function. Assigned responsibilities include patient and insurance cash posting, electronic remittance processing, lockbox activity, deposit and posting reconciliation, unapplied cash resolution, posting variances, and cash-related revenue cycle controls.

Provides leadership for the organization’s cash application processes and serves as a liaison among Revenue Cycle, Finance, Treasury, Information Systems, banking partners, and other stakeholders to ensure patient revenue cash is recorded completely, accurately, and timely. Establishes and monitors internal controls, productivity and quality standards, staff development, reconciliation processes, and technology improvements that support accurate financial reporting and effective revenue cycle operations.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.

• VALUES: Trust. Respect. Integrity. Compassion.

• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Responsibilities

Manages the daily activities of the Cash Application team by:

1. Scheduling, assigning, and monitoring staff workload in accordance with priorities established by the Director.

2. Communicating with the Director regarding operational concerns, control issues, backlogs, staffing needs, and other potential problems.

3. Recruiting, screening, interviewing, selecting, evaluating, coaching, and, when necessary, disciplining assigned staff.

4. Preparing and conducting performance reviews and providing ongoing feedback related to productivity, quality, accuracy, and job performance.

5. Providing technical guidance and assistance to staff and ensuring a comprehensive orientation for new associates.

6. Planning and coordinating ongoing job-related education, cross-training, and competency development.

7. Developing short- and long-term goals, productivity measures, quality indicators, and action plans for assigned areas.

8. Verifying payroll-related information and maintaining appropriate staffing coverage.

9. Ensuring compliance with organizational policies, regulatory requirements, and established internal controls.

Coordinates the daily activities of Cash Application assigned areas by:

1. Managing and overseeing the accurate and timely posting of patient, insurance, EFT, lockbox, credit card, and other patient revenue payments.

2. Overseeing electronic remittance processing and automated posting functionality, including exception identification and resolution.

3. Monitoring posting volumes, timeliness, accuracy, backlogs, unapplied cash, remits received without corresponding cash, and cash received without remittance detail.

4. Ensuring posting variances, payer recoupments, reversals, offsets, unidentified receipts, and other exceptions are researched, documented, resolved, or escalated within established timeframes.

5. Providing ongoing support for cash application systems and coordinating resolution of functional or interface problems.

6. Ensuring documentation supporting cash posting and deposit activity is complete, accurate, retained, and accessible for review.

7. Coordinating with Patient Accounts and payer follow-up teams when payment application issues affect patient or insurance receivable balances.

Manages cash reconciliation, accounting, and control activities by:

1. Overseeing daily, weekly, and monthly reconciliation of payment posting activity to bank deposits, lockbox files, EFT activity, merchant activity, deposit files, remittance records, and applicable clearing accounts.

2. Reviewing reconciliations and supporting work papers for accuracy, completeness, reasonableness, and timely resolution of reconciling items.

3. Partnering with Finance to support month-end close, cash-related balance sheet reconciliations, and the investigation of general ledger variances.

4. Establishing and maintaining documented internal controls for cash application activities, including appropriate segregation of duties, review, approval, and audit trails.

5. Monitoring the aging of unresolved reconciling items and escalating significant, unusual, or aged items to the Director and appropriate stakeholders.

6. Coordinating and directing staff in the preparation of work papers and documentation for internal and external audits.

7. Reviewing cash-related reports and data before distribution for reasonableness, accuracy, and completeness.

8. Assisting with the development and maintenance of accounting procedures consistent with organizational policy and generally accepted accounting principles, as applicable to assigned responsibilities.

Provides operational reporting, analytics, and process improvement by:

1. Developing and monitoring key performance indicators related to cash posting timeliness, posting accuracy, productivity, backlogs, reconciliation status, and unresolved variances.

2. Analyzing trends and root causes and recommending corrective actions to improve efficiency, accuracy, and financial control.

3. Producing routine and ad hoc reports for management using patient accounting, banking, financial, and Microsoft 365 tools.

4. Developing best practices and standardized workflows across entities and payment sources.

5. Identifying and implementing automation opportunities related to remittance processing, cash posting, exception management, and reconciliation.

6. Leading or participating in system implementations, upgrades, testing plans, interface validation, and workflow redesign.

7. Researching, recommending, and implementing new processes and technology that improve service quality, operational efficiency, and control effectiveness.

Supports the department and organization by:

1. Acting as a liaison and facilitator among Revenue Cycle, Finance, Treasury, Information Systems, banking partners, vendors, and operational departments.

2. Developing and maintaining effective working relationships with internal departments and external organizations.

3. Working in a positive, proactive, and cooperative manner when providing information, seeking assistance, and resolving problems.

4. Maintaining department records, reports, policies, procedures, and files as required.

5. Performing in a back-up role, as necessary, based on day-to-day departmental needs while maintaining appropriate control separation.

6. Completing other job-related assignments and special projects as directed.

Leadership Competencies

• Drives Results - Consistently achieving results, even under tough circumstances.

• Customer Focus - Building strong customer relationships and delivering customer-centric solutions.

• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.

• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.

• Communicates Effectively - Developing and delivering communications that convey a clear understanding of the unique needs of different audiences.

• Financial Acumen - Interpreting and applying financial information to support sound operational decisions.

• Optimizes Work Processes - Identifying and implementing the most effective and efficient processes to accomplish work.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

1. Attends and participates in department meetings and is accountable for all information shared.

2. Completes mandatory education, annual competencies, and department-specific education within established timeframes.

3. Completes annual employee health requirements within established timeframes.

4. Maintains any required license, certification, or registration in good standing throughout the fiscal year.

5. Adheres to regulatory agency requirements, survey processes, compliance standards, and established organization and department policies.

6. Consistently uses appropriate safety, confidentiality, and ergonomic practices.

7. Is available to work overtime or additional shifts and schedules when required.

Qualifications

Education and Experience

• Bachelor’s degree in Accounting, Finance, Business Administration, Healthcare Administration, or a related field is required. A Bachelor’s degree in Accounting or Finance is preferred.

• A minimum of five years of progressively responsible experience in healthcare revenue cycle, cash applications, accounting, finance, or a related field is required.

• A minimum of three years of supervisory or leadership experience is required.

• Experience with healthcare payment posting, ERA/EFT processing, lockbox activity, deposit reconciliation, unapplied cash, and patient accounting systems is preferred.

• Cerner and PeopleSoft experience is preferred.

• CPA, CMA, CHFP, CRCR, or another relevant professional certification is preferred.

Knowledge & Skills

1. Knowledge of healthcare revenue cycle operations, patient and insurance payment posting, electronic remittance processing, and cash application workflows is preferred but not required.

2. Demonstrates professional accounting knowledge sufficient to provide technical direction for reconciliation, reporting, internal controls, and cash-related accounting activities.

3. Requires knowledge of internal control and segregation-of-duties principles.

4. Requires the administrative and supervisory skills necessary to organize and direct assigned areas of responsibility.

5. Requires analytical skills necessary to develop and evaluate policies, procedures, staffing levels, performance indicators, reconciliations, and corrective action plans.

6. Demonstrates advanced Microsoft 365 skills, including extensive knowledge of Excel and data analytics or reporting applications.

7. Requires organization, planning, decision-making, project management, problem-solving, and critical-thinking skills.

8. Demonstrates effective verbal and written communication skills and the ability to develop and maintain productive working relationships across departments and with external organizations.

9. Requires advanced knowledge of computer systems and the ability to work effectively with Information Systems staff to troubleshoot interfaces, test changes, and implement solutions.

Working Conditions

• Works in an office environment.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.