Job Title:Revenue Cycle Specialist Department:BusinessOffice/AdministrationReports To:Revenue Cycle Manager FLSA Status:Hourly; Non-Exempt Revised Date(s):July 22, 2024; October 12, 2026 Summary: The Revenue Cycle Specialist supports accurate and timely accounts-receivable operations for HopeTree Family Services. This position manages collection activity on past-due accounts, researches and resolves billing discrepancies, processes and records bank deposits, ACH payments, Social Security payments, and other remittances, and verifies that system totals agree with bank activity. The Revenue Cycle Specialist also maintains accounts-receivable and client records, establishes files and accounting records for admissions, closes or transfers records for discharged clients, supports month-end, quarter-end, and year-end closing activities, and prepares documentation for audits, projects, and other business needs. The position follows established internal controls, record-retention requirements, confidentiality standards, and Business Office procedures. Experience & Education: A high school diploma or equivalent and at least two years of related work experience are required. An associate degree in accounting, business, or a related field and at least three years of related experience are preferred. The Revenue Cycle Specialist must possess a basic understanding of accounting principles and demonstrate accuracy, organization, attention to detail, problem solving, sound judgment, confidentiality, and consistent follow-through. The position requires proficiency with accounting software and/or electronic health record billing systems and Microsoft Office applications or similar software. Excellent internal and external customer-service skills and effective written and verbal communication are required. Essential duties include the following. Other duties may be assigned as needed. Accounts Receivable and Collections Monitor assigned accounts-receivable balances and collection activity and identify delinquent, unresolved, or past-due accounts requiring follow-up.Contact responsible account holders, payers, agencies, or other authorized parties to request payment, obtain status information, clarify balances, and resolve discrepancies professionally.Document collection attempts, responses, payment commitments, disputes, adjustments, follow-up dates, and other relevant information accurately and timely.Research customer or payer billing concerns and coordinate with the Revenue Cycle Manager, program staff, Finance, or other appropriate parties to resolve discrepancies.Escalate unresolved balances, recurring issues, unusual activity, or concerns requiring approval or additional review to the Revenue Cycle Manager.Prepare and submit accurate and timely invoices, claims, or other billing documentation to customers, payers, agencies, or other responsible parties in accordance with established requirements.Review billing information for accuracy and completeness, research discrepancies or rejected items, and coordinate corrections and resubmissions as needed.
Maintain supporting documentation for collection activity in accordance with record-retention, confidentiality, and destruction requirements.Provide responsive and respectful service while protecting confidential client, payer, financial, and organizational information.Cash Receipts, Deposits, and Remittance Processing Code and enter bank deposits, daily ACH payments, Social Security payments, and other assigned receipts accurately and within established time frames.Record remittances and payment information in the appropriate accounting, billing, electronic health record, or other authorized systems.Compare deposits and remittance activity to bank information and verify that system totals agree with bank totals.Identify and research unmatched, incomplete, duplicate, inconsistent, or incorrectly applied payments and coordinate timely resolution.Maintain organized supporting records for deposits, remittances, electronic payments, adjustments, and related reconciliation activity.Follow established segregation-of-duties, approval, cash-handling, reconciliation, and internal-control requirements.Communicate payment-posting or deposit concerns promptly to the Revenue Cycle Manager and other appropriate Business Office staff.Client Records and File Management Process client admissions in the accounting and other assigned systems, including creating required client accounts, records, and files.Process client discharges by updating or terminating accounting records and transferring or closing files according to established procedures.Maintain complete, accurate, organized, and current client and accounts-receivable files in paper and electronic formats.Ensure required admission, billing, payer, authorization, financial, discharge, and other supporting documentation is filed in the proper location.Audit client files and records as assigned to identify missing, incomplete, inconsistent, misfiled, or outdated documentation.Coordinate with program and Business Office staff to obtain missing information or correct documentation concerns.Maintain files in accordance with confidentiality, access, record-retention, archival, and destruction requirements.Closing, Audit, Reporting, and Department Support Support monthly, quarterly, and annual closing activities by completing assigned reconciliations, schedules, account reviews, file preparation, and follow-up tasks.
Prepare, organize, and provide supporting documentation requested for financial audits, regulatory reviews, internal projects, account research, or other authorized business needs.Assist with department projects and complete assigned project tasks within the agreed scope, quality expectations, and deadlines.Actively support HopeTree’s strategic initiatives and Business Office objectives by participating in relevant discussions, projects, process reviews, and improvement efforts.Identify recurring errors, delays, documentation gaps, or workflow concerns and recommend practical improvements to the Revenue Cycle Manager.Serve as backup to other Business Office positions when trained, assigned, and necessary to maintain continuity of operations.Complete required training modules and other assigned development activities by established due dates.Comply with all applicable HopeTree policies, accounting procedures, payer requirements, confidentiality standards, internal controls, and regulations.Model HopeTree’s core values of Ministry, People, Stewardship, Excellence, and Accountability through service, accuracy, respect, responsible handling of resources, continuous improvement, and follow-through.Perform other related duties as assigned in support of revenue-cycle operations, the Business Office, and organizational needs.LANGUAGE SKILLS Ability to read, analyze, and interpret account information, remittance records, bank documentation, billing records, payer correspondence, audit requests, policies, procedures, retention schedules, and general business information. Ability to prepare clear, accurate, professional, and timely collection notes, correspondence, reconciliations, reports, schedules, and other supporting documentation. Ability to communicate effectively with clients, responsible parties, payers, employees, leaders, auditors, vendors, and other authorized stakeholders. MATHEMATICAL SKILLS Ability to calculate, review, reconcile, and interpret figures and amounts related to deposits, payments, remittances, balances, adjustments, credits, collections, aging, account activity, and other accounts-receivable information. REASONING ABILITY Ability to identify discrepancies, analyze account and payment information, organize supporting records, solve routine and moderately complex revenue-cycle problems, and exercise sound judgment within established policies, procedures, internal controls, and role authority. Ability to recognize issues requiring consultation with or escalation to the Revenue Cycle Manager or another appropriate party. COMPUTER SKILLS Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and similar software. Ability to use accounting systems, electronic health record billing systems, banking or payment information, shared document platforms, client-record systems, and other technology required for accounts receivable, collections, deposits, remittance posting, reconciliation, reporting, file management, and department operations. CERTIFICATES, LICENSES, REGISTRATIONS No professional license is required unless otherwise established by HopeTree. The employee must complete and maintain training required for confidentiality, information security, financial systems, internal controls, records management, or other assigned responsibilities. A satisfactory background record is required. PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions: Ability to sit, stand, walk, bend, reach, and use hands and arms while completing office work, filing, record review, meetings, and other responsibilities.Ability to work for extended periods at a computer and review detailed financial, billing, banking, and client information.Ability to type, use office equipment, handle paper and electronic files, and perform repetitive data-entry and recordkeeping tasks.Ability to lift, carry, push, or pull files, office supplies, and other materials as reasonably required for assigned duties.May require extended periods of sitting, standing, filing, or computer use.WORK ENVIRONMENT The work environment characteristics described here represent those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. Work is primarily performed in an office environment with moderate noise from computers, telephones, printers, office equipment, and human voices. The position involves confidential client and financial information, recurring deadlines, detailed work, competing priorities, and communication with internal and external parties. The employee must follow information-security, confidentiality, records-management, and financial-control requirements. ACCEPTANCE OF JOB DESCRIPTION I hereby acknowledge understanding of the duties outlined above and agree to perform them to the best of my ability. I also understand that my performance will be formally evaluated by my supervisor at least annually and that the evaluation will be thoroughly discussed with me. I have received a copy of this job description. ________________________________________________________________ _______________ Employee Name Employee Signature Date
