The Private Pay Billing Specialist is responsible for supporting accurate and
timely private pay billing, payment posting, resident account activity,
collections documentation, refund processing, and accounts receivable follow-up
for assigned communities. This role supports community billing resources by
reviewing private pay workflows, monitoring billing and collection activity,
providing training and guidance, and helping ensure resident account activity is
completed in accordance with established procedures.
The position works within established billing, collections, resident trust,
payment processing, and revenue cycle workflows to support accurate private pay
billing, timely payment application, AR aging resolution, and consistent
community billing practices.
Compensation: $33-40/hr depending on experience
Location: this position is remote, but may require occasional travel to
communities, service centers, meetings, or training sessions. Candidates must be
located in a state in which HumanGood operates (CA, PA, WA, OR, ID, NV, AZ, MA).
Primary Duties & Essential Functions:
The following list includes essential functions that are fundamental to the
role. The organization will engage in an interactive process to provide
reasonable accommodation for qualified individuals with disabilities in
accordance with applicable law.
Support accurate and timely private pay billing activity for assigned
communities, including resident statements, ancillary charges, census
updates, payment processing, collections documentation, and account
follow-up.
Post private pay payments and deposits, review credit and debit balances,
resolve account discrepancies, and support accurate application of resident
account activity.
Monitor community billing workflows to ensure private pay census, ancillary
charges, statements, payment activity, collections notes, letters, calls, and
other required documentation are completed timely and accurately.
Review and monitor resident trust account setup, maintenance, and supporting
documentation in accordance with established procedures.
Support private pay collections processes by reviewing account activity,
monitoring receivables, documenting follow-up, identifying collection issues,
and escalating concerns as appropriate.
Prepare documentation to support private pay refunds, bad debt write-offs,
account corrections, and other account actions; enter approved refunds or
adjustments in the applicable system.
Lead or participate in private pay AR reviews, focused account reviews, and
community billing meetings by providing account status updates, follow-up
items, and billing support.
Support Electronic Funds Transfer initiatives by assisting communities with
payment enrollment campaigns, workflow follow-up, and resident account
payment processes.
Provide training, mentoring, backup support, and workflow guidance to
community billers and other team members performing private pay billing or AR
functions.
Fill in for community billing team members during vacancies, leaves, or other
coverage needs by performing assigned community billing duties.
Maintain assigned metrics and communicate billing issues, workflow gaps,
account concerns, and process improvement opportunities to the Revenue Cycle
Manager or Director of Accounts Receivable.
Support the development, documentation, implementation, and consistent
application of private pay billing procedures, workflows, and process
improvements under the direction of Revenue Cycle leadership.
Support month-end AR and billing close activities, including report review,
account balancing, charge validation, documentation, and resolution of
assigned billing or account issues.
Provide additional assistance to the revenue cycle function as needed,
including support for documentation related to third-party claims and
collections workflows.
Decision Authority & Scope
Responsible for private pay billing support, payment posting, resident
account follow-up, and workflow monitoring for assigned communities.
Works independently on routine and moderately complex private pay billing,
account review, payment posting, collections documentation, and workflow
support within established policies, procedures, and approval guidelines.
Reviews resident account issues, missing information, billing discrepancies,
payment concerns, documentation gaps, and collection issues; resolves matters
within established procedures or escalates non-routine issues to the Revenue
Cycle Manager.
Prepares recommendations and supporting documentation for refunds,
adjustments, bad debt write-offs, and other account actions, but does not
have final approval authority unless specifically delegated.
Provides training, mentoring, workflow support, and backup coverage to
community billing resources, but does not have direct supervisory authority,
budget responsibility, or final authority for hiring, corrective action,
performance evaluation, termination, or pay decisions.
Interacts with community billing resources, residents or responsible parties
as needed, revenue cycle team members, and internal stakeholders to support
accurate billing, timely payment application, and account resolution.
Maintains confidentiality of resident, billing, financial, payer, and
organizational information.
Minimum Qualifications
High school diploma or equivalent.
Minimum of three years of accounts receivable, private pay billing, resident
billing, healthcare billing, collections, payment posting, or related revenue
cycle experience.
Working knowledge of private pay billing, resident account activity, payment
processing, electronic funds transfer, collections workflows, refund
processing, AR aging, billing documentation, and account reconciliation.
Experience using electronic health record, billing, accounts receivable,
payment processing, spreadsheet, and Microsoft Office applications.
Ability to review billing records, resident account activity, census
information, payment documentation, aging reports, collection notes, and
billing workflows for accuracy and completeness.
Ability to research account issues, identify discrepancies, document
follow-up activity, and resolve billing or collection issues within
established guidelines.
Strong attention to detail, accuracy, organization, and follow-through.
Ability to manage deadlines, prioritize work, and maintain accurate
documentation in a high-volume billing environment.
Strong written and verbal communication skills, including the ability to
explain billing, account, payment, and documentation issues clearly and
professionally.
Demonstrated customer service skills and ability to interact professionally
with team members, community stakeholders, residents, and responsible
parties.
Preferred Qualifications
Associate degree or coursework in business, accounting, healthcare
administration, medical billing, revenue cycle, or related field.
Experience in senior living, skilled nursing, post-acute care, long-term
care, continuing care retirement communities, or a multi-site healthcare
environment.
Experience supporting community billing workflows, resident trust processes,
electronic funds transfer, private pay collections, refunds, bad debt
documentation, and month-end AR close.
Experience training, mentoring, or providing workflow support to billing, AR,
or revenue cycle team members.
Familiarity with healthcare billing systems, resident billing platforms, EHR
systems, payment portals, and AR reporting tools.
Working Conditions & Physical Requirements
Work is primarily performed in a remote, office, or administrative
environment using standard office equipment.
Requires frequent use of a computer, keyboard, mouse, telephone, video
conferencing, email, spreadsheets, billing systems, EHR systems, payment
systems, and other business applications.
Requires the ability to communicate effectively by phone, video conferencing,
email, and in writing.
Requires the ability to read, review, and interpret billing records, resident
account information, payment activity, account documentation, policies,
procedures, and reports.
Requires the ability to sit for extended periods and perform repetitive hand
and wrist motions associated with computer and office work.
May require occasional lifting, carrying, pushing, or pulling of office
materials generally up to 20 pounds.
May require occasional travel to communities, service centers, meetings, or
training sessions.
May require flexibility to work outside normal business hours during
month-end close, coverage needs, system issues, payment deadlines, or urgent
revenue cycle needs.
This job description is intended to describe the general nature and level of
work performed by the position. It is not intended to be an exhaustive list of
all duties, responsibilities, or qualifications. Duties may change or be
assigned as business needs evolve, consistent with applicable law. The
organization will provide reasonable accommodations to qualified individuals
with disabilities in accordance with applicable law.
This job description is maintained by Human Resources and may be reviewed and
updated periodically to reflect business needs and organizational changes.