Cash Application Representative

Reports to the Manager, Patient Accounting. Under the guidance of the Coordinator of Cash Application Services, is responsible for the application, posting, reconciling, and balancing of all cash transactions, adjustments, combinations and transfers. Issues receipts for all monies exchanged, makes change for other Hospital departments, and makes deposits for all Memorial Health System (MHS) entities. Calculates, reviews and research contractual claims by third party payors. Prepares reports and makes appropriate copies of postings. Handles the proper distribution of departmental mail. Prepares and logs bank deposits for balancing.

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.

Ensures the application, posting, reconciling and balancing of all cash transactions, maintains appropriate balancing reports and performs cashier and research functions in accordance with established policies, procedures and control measures and utilizing Star/ Contract Management System by:

• Receiving, sorting, batching and totaling patient and insurance company checks.
• Preparing patient checks, insurance checks and payment listings for posting, balancing and depositing.
• Receiving, processing, balancing and depositing credit cards.
• Posting all payments, contractuals, transfers, combinations and refunds on the data system within a 48-hour window.
• Balancing daily postings and reporting the deposits and postings to the Finance Department.
• Downloading the electronic cash posting remittance advices, preparing the remittance for posting, previewing, posting and running the appropriate reports.
• Distributing remittance advices to the Billing Department.
• Researching and reviewing credit balances.
• Calculating, reviewing and researching contractuals claimed by third party payors. Works collaboratively with Cash Application/ Contract Management Coordinator to ensure accurate posting.
• Calculating and posting co-pays and deductibles to enable the Pathways Contract Management System to identify payment variances.
• On daily basis, interacting with patients, guarantors, third party administrators, insurance companies, employers and governmental agencies to resolve remittance advice and payment issues.
• Entering insurance billing information and creating insurance logs based on payment explanations.
• Telephoning, receiving, reviewing and sending correspondence and otherwise researching all non-patient cash received to properly determine ownership.
• Identifying, documenting and manually correcting problems with electronic software processes and collaborating with software vendor and Information Systems to resolve posting issues.
• Opening and sorting the mail for the Patient Accounts Services Department.
• Researching and maintaining the lowest possible amount of unapplied cash on a weekly basis.
• Opening and closing the vault and cashiering area.
• Ordering, accepting and repaying cash/coin from bank for the cashier's office and other Memorial Health System departments.
• Receiving and paying out team members petty cash vouchers under $25.00 and paying out monies lost in Hospital vending machines to team members and visitors.
• Balancing petty cash receipts and requesting a check to replace petty cash paid out on a weekly basis.

Performs preliminary patient accounts receivable and bank financing functions in accordance with established policies and procedures by:

• Answering account inquiries and resolving questions or problems at the Cashier's window.
• Documenting financial arrangements in the Star system, including payment plans, payroll deductions, and payment problems or variances, including the action taken.
• Reviewing the patient's account, accepting payment and issuing a receipt.
• Setting up patient payment plans, team member payroll deductions, explaining bank financing, determining prompt pay discounts and explaining new Hospital policies regarding payments.
• Obtaining and forwarding to Billing Services all third-party reimbursement information and other data ensuring the prompt and proper billing of patient accounts.
• Forwarding or coordinating the mailing of itemized statements, UB-04 forms, medical records information and other account information.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Assisting the Patient Accounts Services staff and other departments in the research and resolution of patient account payment posting problems.
• Completing other job-related duties and projects as assigned.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Education and Experience

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a high school diploma or equivalent.
• One year of experience in a comparable patient accounting/cashiering environment is required.

Knowledge & Skills

• Requires thorough knowledge of third party payor practices and procedures, as well as managed care contracting, as it relates to manual and electronic posting and automated information systems.
• Requires math aptitude to perform semi-complex balancing routines and simple accounting procedures including the ability to compute charges, count money and balance postings and deposits.
• Requires well-developed clerical skills, the ability to type a minimum of 30 wpm and the ability to effectively operate standard office equipment specific to the department's needs.
• Demonstrates proficiency in basic computer skills (i.e., data entry, word processing, database applications and spreadsheets).
• Demonstrates well-developed interpersonal skills necessary to effectively interact with a diverse group of patients, visitors, vendors and staff members in a courteous and professional manner that is consistent with Memorial Health System's mission and values.
• Demonstrates the ability to communicate verbally in a clear manner in order to provide effective explanations.

Working Conditions

• Works in an office environment.
• Must be able to be effective in a fast-paced, quality- focused, multi-priority environment that frequently deals with decision making, stressful conditions and deadlines

Physical Demands

• Requires the physical ability and stamina (i.e. to sit/walk for prolonged periods of time, lift up to 15 pounds, occasionally stoop, bend, twist, reach, etc.) to perform the essential functions of the position

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