Cash Applications Specialist

Benefits : Health insurance

Paid time off

Vision insurance

Position Title : Cash Applications Specialist

Department : Revenue Cycle Management (RCM) Reports To : RCM Manager

FLSA Status : Exempt Employment Type : Full-Time Job Level : 4

Wage Type : Hourly

Job Summary

The Cash Application Specialist supports the back end of the Revenue Cycle by ensuring that all incoming payments, both insurance and patient, are accurately posted, reconciled, and documented. This role is critical for maintaining financial accuracy, supporting revenue reporting, and identifying issues that impact cash flow.

The specialist works closely with the finance team, billing vendors, and payers to reconcile remittance advice, locate missing payments, and ensure all deposits are accounted for. The position requires strong attention to detail, comfort navigating multiple systems, and the ability to communicate effectively with both internal departments and external payers.

Essential Duties and Responsibilities

Post insurance and patient payments to the correct accounts in the EHR or billing system.

Reconcile remittance advice (ERAs / EOBs) to ensure accuracy of payment amounts and adjustments.

Identify and apply payments received by the finance team to corresponding accounts.

Maintain accurate payment records and balance totals with daily deposit reports.

Review and organize remittance documentation received via mail, clearinghouse, or payer portals.

Sort and store payer communications and payment correspondence according to departmental standards.

Locate missing or delayed ERAs using available payer resources and clearinghouse tools.

Advise the RCM Manager of payment-related issues, such as delayed deposits, missing EFTs, or unexplained payment variances.

Contact payers or third-party processors to gather documentation or resolve discrepancies.

Obtain and maintain EDI, EFT, and ERA enrollment forms as needed to support electronic posting and reconciliation.

Communicate regularly with the billing and claim submission teams regarding payment patterns and denial recoveries.

Partner with the finance department to verify daily deposits and resolve posting discrepancies.

Contribute to identifying process improvements that enhance posting efficiency and accuracy.

Maintain HIPAA compliance at all times.

Follow all organizational procedures for handling patient and financial information.

Qualifications

Strong attention to detail and accuracy in financial data entry.

Proficiency with computers and healthcare billing or payment posting systems.

Ability to reconcile multiple data sources and identify discrepancies.

Effective communication skills, both verbal and written.

Problem-solving and investigative skills for locating missing remittances or payments.

Ability to work collaboratively and adapt to process or system changes.

Familiarity with healthcare revenue cycle processes and terminology.

Experience working with payment posting, EOBs, or remittance advice in a healthcare setting required.

Competency in using spreadsheets or reconciliation tools.

Strong organizational skills and reliability in maintaining financial accuracy.

Experience locating and retrieving ERAs from clearinghouses or payer portals.

Comfort contacting payers or financial institutions for missing or delayed payments.

Prior experience with EDI / EFT / ERA enrollment and maintenance.

Position Impact

The Cash Application Specialist ensures that all payments are recorded accurately and reconciled promptly, supporting the integrity of the organization’s financial reporting and revenue flow. Timely identification and resolution of payment issues directly impact cash flow stability and provide leadership with the information needed to address payer delays or process improvements.

Working Conditions

Primarily an office setting with standard business hours (Monday–Friday). Remote or hybrid work options may be available based on company policy.

Role is largely sedentary with extended periods of computer use; ability to sit, type, and review documents. Occasional standing, walking, and light lifting (up to ~20 lbs) for files or boxes.

Regular cross-functional collaboration with Finance / Accounting, Collections, Billing, Sales, and Customer Service; periodic contact with customers and banking partners.

Physical Requirements

Most of the time spent sitting at a desk, working on a computer.

Frequent use of hands and fingers for typing, data entry, and handling documents.

Ability to read and interpret data on screens and printed documents; prolonged computer use.

Occasional standing, walking, and reaching for files or office supplies.

May require light lifting of office materials or files (typically up to 20 lbs).

Ability to speak and hear clearly for phone calls and virtual meetings.

EEO Statement

Carex is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, national origin, age, disability, or any other protected status.

ADA Compliance

This job description is intended to describe the essential functions of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions