AR Specialist: Resident Billing & Cash Flow

Aston Carter; Virginia (MN); On-site; USD 45,000 - 65,000; Full time

Job description

Job Description

Accounts Receivable (AR) Specialist

Job Description

The Accounts Receivable Specialist performs a variety of accounting and billing duties focused on the preparation, processing, and reconciliation of resident statements and accounts receivable. This role ensures that monthly statements are accurate, timely, and aligned with resident records while delivering exceptional customer service to residents and external customers. The specialist responds to billing inquiries, resolves account issues, maintains accurate resident census and payment information, and supports month-end close activities. The role requires strong attention to detail, proficiency with Microsoft Excel, and the ability to learn new systems quickly while consistently modeling core values of respect, passion, and professionalism.

Responsibilities

• Provide high-quality customer service to residents, staff, and vendors via telephone, email, and in-person interactions, consistently demonstrating a resident-first approach.
• Respond promptly and professionally to inquiries and complaints, ensuring timely resolution and clear communication of billing information.
• Discuss, answer, and resolve resident questions related to monthly service fees, meal plans, absence credits, additional charges, and other billing items.
• Maintain an accurate and up-to-date resident census by verifying all admissions, discharges, transfers, and leaves of absence in the Electronic Medical Records (EMR) system.
• Identify and resolve census discrepancies to ensure that all billing accurately reflects residency status, service levels, and applicable charges.
• Enter new resident data into the EMR system, including recurring charges, housekeeping and meal credits, and payer sequencing for insurance billing.
• Process resident service changes and updates, including credit requests, service cancellations, address changes, contact information updates, and insurance updates, as requested by residents or department managers.
• Set up new and existing residents on ACH payments and prepare and submit monthly ACH files to the bank for processing.
• Perform collection activities for delinquent private pay accounts, including sending statements, making follow-up calls, and conducting estate research as needed to resolve outstanding balances.
• Process account refunds accurately and in a timely manner, ensuring compliance with internal procedures and documentation standards.
• Monitor and maintain accounts receivable benchmarks and key performance indicators (KPIs), keeping non-current receivables at or below prescribed targets.
• Complete month-end close procedures to ensure timely generation and distribution of resident billing statements, meeting the goal of delivery by the first business day of each month.
• Prepare and distribute both electronic and paper billing statements, including printing and delivering monthly statements to residents when applicable.
• Collaborate with Electronic Medical Records Specialists to identify, troubleshoot, and correct billing or system-related issues.
• Apply payments, process ACH enrollments, refunds, and billing adjustments in accordance with established procedures and internal controls.
• Support reconciliations, account cleanup, and special projects, particularly if the assignment extends beyond the initial coverage period.
• Effectively manage multiple priorities, maintaining organization and flexibility while meeting deadlines and month-end requirements.
• Work independently while collaborating with the Accounts Receivable team, Clinical/EMR Specialists, and other departments to resolve billing issues and improve processes.
• Maintain the highest level of confidentiality, professionalism, and accountability while consistently modeling core values of respect, passion, and professionalism.
• Be available to work extended hours as needed to meet business deadlines or operational requirements.
• Perform other duties as assigned to support departmental and organizational goals.

Essential Skills

• 2+ years of accounts receivable experience, or an equivalent combination of education and experience.
• Strong customer service ability, with the capacity to respond to resident inquiries professionally, empathetically, and accurately.
• Strong proficiency with Microsoft Excel, including practical use of VLOOKUP/XLOOKUP, PivotTables, filtering, sorting, and formulas for reconciliations and reporting.
• Demonstrated experience with accounts receivable processes, including billing, collections, payment application, and reconciliations.
• Ability to learn new systems, processes, and workflows quickly and become productive with minimal ramp-up tim