Note: The job is a remote job and is open to candidates in USA. WellNow Urgent Care is dedicated to delivering quality healthcare to its patients and clients. The Cash Reconciliation Analyst is responsible for investigating and resolving unapplied cash within the Occupational Medicine line of business, focusing on payment discrepancies and account reconciliation.
Responsibilities
- Own the daily/weekly unapplied cash queue for Occ Med accounts; prioritize by dollar value and aging
- Research unapplied and unidentified payments (checks, ACH, wire, credit card, lockbox) to determine the correct employer account, invoice, or employee to which they belong
- Contact employers directly by phone or email to obtain remittance details, invoice references, or payment intent when documentation is incomplete
- Match payments to invoices when remittance advice is missing, mismatched, or references outdated account/employee information
- Post or repost cash once correctly identified; document resolution notes for audit trail
- Identify why payments landed in unapplied status (e.g., employer paid wrong account, lockbox scanning errors, missing remittance detail, invoice number changes, employee terminations/transfers affecting billing)
- Flag and escalate systemic issues (lockbox setup, EDI 820/835 mapping errors, portal payment defaults) to Billing/IT for correction
- Track recurring employer-specific patterns that generate unapplied cash and work with Account Management to correct billing setup
- Respond to employer calls and emails tied to unapplied payments, invoice discrepancies, and payment status inquiries
- Reconcile employer accounts to confirm outstanding invoices, credit balances, and correct application of prior payments
- Coordinate with Enrollment/Billing teams when unapplied cash is linked to headcount, eligibility, or rate discrepancies
- Maintain and report on unapplied cash aging (e.g., 0-30, 31-60, 61-90+ days) for Occ Med specifically
- Prepare monthly summaries of unapplied cash trends, resolution rates, and top root causes for management
- Support audits by documenting how and when unapplied cash was researched and resolved
- Recommend process changes to reduce future unapplied cash (e.g., remittance requirements, lockbox instructions, employer payment portal defaults)
- Help build/maintain SOPs specific to unapplied cash research and resolution workflows for Occ Med
- Partner with IT/systems teams on lockbox, EDI, or payment portal configuration issues contributing to unapplied cash
Skills
- 2+ years of experience in cash applications, unapplied cash resolution, accounts receivable, or revenue cycle roles
- Demonstrated experience researching and resolving unapplied/unidentified payments using remittance detail, bank records, or payer/employer outreach
- Proficiency in Excel (pivot tables, VLOOKUP/XLOOKUP, aging/variance analysis)
- Strong attention to detail and independent research/problem-solving skills
- Experience with billing systems, ERP, or practice management software (e.g., Epic, Athenahealth, or similar)
- Excellent written and verbal communication skills for employer-facing calls/emails regarding payment identification
- Familiarity with lockbox processing, EDI 835/820 remittance files, or ACH payment systems, and how errors in these feeds create unapplied cash
- Knowledge of general ledger reconciliation and basic accounting principles
- Experience with ticketing/CRM systems for tracking employer support cases and unapplied cash resolution notes
- Associate's or Bachelor's degree in Accounting, Finance, Business, or related field preferred; equivalent work experience considered
- Experience in occupational medicine, healthcare billing, or employer group billing
Benefits
- Paid time off
- Health
- Dental
- Vision
- 401(k) savings plan with match
Company Overview