Cash Applications Representative - Hybrid - Museum District

Houston Methodist; Houston (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Houston Methodist is seeking a Cash Applications Representative to manage daily lockbox activity, reconcile payments, and monitor ERA postings. The role ensures accurate posting between the bank, health records, and ledgers while maintaining HIPAA and PCI compliance.

Candidates should have 3+ years in patient accounting or cash management, with experience in electronic remittance processing and hospital billing environments. Excellent attention to detail and communication are required.

Qualifications

• Three years of related experience in patient accounting or institutional/professional cash management.
• Experience with electronic remit processing.
• Experience with bookkeeping or accounting preferred.
• Experience with an electronic health record system preferred.

Responsibilities

• Process daily lockbox activity and reconcile with the general ledger.
• Resolve cash application discrepancies with SBO/AR as needed.
• Monitor ERA postings and ensure accurate posting in software.
• Protect patient information in accordance with HIPAA and PCI compliance.
• Assist with month-end reconciliation and posting as required.

Skills

Customer service

Communication

Billing software

Cash posting

Patient accounting

Education

High School diploma

Tools

Electronic health record system

Job description

At Houston Methodist, the Cash Applications Representative position is responsible for the daily entry, reconciliation, electronic data interchange and analysis of all activity between the bank lockbox and the general ledger. This position monitors all payment sources assigned, including any Electronic Remittance Advices (ERAs) and manual transactions to ensure that all payment transactions received from all payor sources are fully accounted for, accurately credited or debited and balanced daily between the bank account, electronic health record system, and accounting ledgers. This position also monitors all posting software to ensure that all assigned ERAs received will post appropriately. Additionally, this position will work with the Cash Applications Supervisor and/or management to resolve any ERA posting issues.

FLSA STATUS

Non-exempt

QUALIFICATIONS

EDUCATION

• High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)

EXPERIENCE

• Three years of related experience in patient accounting or institutional/professional cash management, in a high volume, fast paced environment
• Previous experience with electronic remit processing
• Previous experience with bookkeeping or accounting preferred
• Previous experience with an electronic health record system preferred

SKILLS AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles
• Knowledge of professional and hospital system billing software related to cash posting functions
• Advanced knowledge of the cycle of a patient guarantor account, which will include hospital and physician charges
• Knowledge of hospital and PO billing, collections, reimbursement, contractual agreements and the appeals process, and hospital charity programs
• Excellent communication and negotiation skills, as well as an ability to work independently and interdependently with other business office staff
• Sharp analytical abilities in order to recognize individual patient circumstances and options for resolution
• Proficient computer skills and ability to learn and navigate multiple software programs
• Ability to remain calm in stressful situations with patience and understanding
• Knowledge of medical terminology and applicability
• Ability to multi-task and flexibility to meet the requirements of the department and the organization

ESSENTIAL FUNCTIONS

PEOPLE ESSENTIAL FUNCTIONS

• Coordinates with Treasury Management and Financial Accounting to ensure that all debits and credits are accurately reflected in the daily activity.
• Coordinates with Single Billing Office (SBO) and/or AR representatives to resolve cash application discrepancies, as needed.
• Assists with knowledge sharing, payor and department training, and provides support to other team members as advised by the manager and/or supervisor.

SERVICE ESSENTIAL FUNCTIONS

• Works correspondence received in lockbox daily.
• Ensures protection of private health and personal information. Adheres to all Health Insurance Portability and Accountability Act (HIPAA) and Payment Card Industry (PCI) compliance regulations.
• Monitors the appropriate software tools and reports to ensure that assigned electronic remits are accurately posted.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Reviews remittance advices or explanation of benefits received in lockbox correspondence to apply correct contractual adjustment and enters appropriate account status.
• Researches transactions appropriately to ensure that payments are correctly applied. Resolves any pending electronic transactions upon management’s request.
• Identifies and resolves unmatched cash transactions in a timely manner. Thoroughly utilizes all available resources to research any potential refund to ensure accuracy and prepares refund requests when appropriate; consistently follows the Levels of Authority (LOA). (EF)
• Completes reconciliation of unidentifiable/unmatched cash receipts. Processes insurance refunds as applicable.

FINANCE ESSENTIAL FUNCTIONS

• Reviews and enters all transactions from work driver rejections/exceptions.
• Resolves assigned reconciling items to ensure the proper statement of cash in financial reports.
• Plays a key role in month end by clearing any assigned tasks for month end and assists with additional research and/or posting as needed to close month properly.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Performs special research and analysis and conducts special projects, with attention to detail and within designated timeframes, as directed by management.
• Actively accommodates new industry technology to maximize work efficiencies.

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

• Uniform: No
• Scrubs: No
• Business professional: Yes
• Other (department approved): No

ON-CALL*

*Note that employees may be required to be on-call during emergencies (ie. Disaster, Severe Weather Events, etc) regardless of selection below.

• On Call* No

TRAVEL**

**Travel specifications may vary by department

• May require travel within the Houston Metropolitan area No
• May require travel outside Houston Metropolitan area No