FINANCIAL COORDINATOR

ECLIPSE VETERINARY MANAGEMENT SERVICES LLC; Malapardis (NJ); On-site; USD 52,000 - 66,000; Full time

Job summary

Eclipse Veterinary Management Services LLC is seeking a Financial Coordinator to support client billing, insurance processing, and accounts receivable. The role emphasizes accurate invoices, timely payments, and clear communication with clients and staff.

Ideal candidates have 2–3 years in financial customer support, experience with EMR and practice management software, and a collaborative, discreet approach. On-site position with veterinary team support.

Qualifications

• At least 2–3 years of experience in financial customer assistance.
• 2–3 years of AR/AP experience in a healthcare setting preferred.
• Experience with veterinary billing and practice management software is a plus.

Responsibilities

• Handle client billing and ensure invoice accuracy and transparency.
• Process insurance claims and follow up on payments from providers.
• Manage accounts receivable, collections, and daily financial reporting.
• Maintain accurate records in EMR and practice management systems.
• Communicate clearly with clients, staff, and leadership to resolve issues.
• Support leadership with budgeting, reconciliations, and documentation.

Skills

Accounting software

EMR systems

Practice mgmt software

Microsoft Office

AR/AP experience

Tools

CareCredit

Scratchpay

AllPet Card

Trupanion

Job description

The Financial Coordinator is a vital part of the hospital’s operations, ensuring seamless financial management while enhancing the overall client experience. This dynamic role encompasses financial coordination, customer service, and administrative functions, all of which contribute to the hospital’s efficiency and success.Success in this role requires exceptional communication skills, a strong collaborative spirit, and keen attention to detail. The ideal candidate demonstrates professionalism, empathy, and discretion while handling sensitive financial matters and client interactions. Navigating diverse personalities with tact and understanding, the Financial Coordinator effectively manages staff concerns, supports clients through difficult conversations, and upholds a positive, solutions-focused approach.With a commitment to excellence, this position balances compassion and efficiency—ensuring financial processes run smoothly while maintaining a welcoming, supportive environment for both clients and the hospital team.DUTIES AND RESPONSIBILITIES:Client Experience & CommunicationMaintains Professional Communication: Engages with all individuals involved in patient care with professionalism, respect, and empathy.Delivers Exceptional Phone Etiquette: Answers financial calls promptly, professionally, and attentively, striving to meet the needs of each client.Commits to a Solution-Oriented Approach: Seeks opportunities to say \"yes\" whenever possible, while adhering to hospital policies and ensuring safety for all.Champions an Outstanding Client Experience: Consistently represents the hospital in a manner that exceeds client expectations.Demonstrates Strong Interpersonal Skills: Engages with clients and team members in a way that fosters trust, rapport, and a positive experience.Proactively Identifies and Resolves Client Needs: Recognizes clients financial concerns, addresses issues efficiently, and escalates matters to leadership when necessary.Exceeds Standard Customer Service Expectations: Goes above and beyond to elevate the client experience, such as offering refreshments, assisting with technology needsCommunicates with Clarity and Professionalism: Engages with all parties involved in patient care—clients, medical staff, and pDVMs—in a manner that fosters collaboration, problem-solving, and a positive experience.Maintains Seamless Information Flow: Ensures consistent and effective communication between the medical team & clients to support optimal patient care.Manages Digital and Verbal Communication: Sends and receives financial emails, checks and responds to voicemails, and ensures all messages are handled efficiently and appropriately.Maintains Accurate and Thorough Documentation: Records all client interactions clearly and precisely in patient medical records to ensure continuity of care.Proactively Seeks Leadership Support: Recognizes when escalation is necessary and promptly involves leadership to support resolution and maintain service excellence.Client AccountsEnsures Invoice Accuracy: Reviews and verifies invoices for hospitalized patients, making necessary adjustments to maintain accuracy and transparency.Manages Treatment Plan Communication & Payments: Presents clients with detailed treatment plans both in person and over the phone, ensuring clarity and collecting prepayments efficiently.Oversees Insurance Processing: Submits and tracks insurance claims, ensuring timely payment processing from providers such as Trupanion.Monitors Accounts Receivable: Regularly reviews A/R reports, proactively identifying outstanding balances and taking appropriate follow-up actions.Handles Payment Collections: Initiates follow-up calls to clients with unpaid balances, securing payments and addressing any concerns.Manages Debt Recovery Efforts: Generates and distributes collection letters to overdue accounts while coordinating with collection agencies to recover outstanding debts.Administers Charity & Rescue Billing: Maintains up-to-date tax documentation for charitable organizations and rescue groups, managing invoicing and payment collection processes.Coordinates with Financing Providers: Acts as a liaison with third party financing companies (CareCredit, AllPet Card, Scratchpay), ensuring applications are processed efficiently and payments are received.Employee Accounts & BenefitsOversees Staff Accounts & Payments: Monitors employee accounts, applies appropriate discounts, processes insurance claims, and ensures timely payments.Manages Employee Benefits Administration: Acts as a liaison with external agencies to facilitate and oversee employee benefits, ensuring seamless coordination and compliance.Maintains Accurate Records & Compliance: Tracks and securely stores all supporting documentation provided by employees, promptly reporting updates and changes to administration.Bookkeeping and AccountingManages Account Reconciliation: Oversees the reconciliation of credit cards, bank accounts, and third-party payment sources, including CareCredit, Scratchpay,AllPet Card and Trupanion, ensuring accuracy and consistency.Conducts Daily Financial Reporting: Runs and reconciles daily sales reports to maintain precise financial records and identify discrepancies.Revenue Management & Financial IntegrityEnsures Accurate Revenue Tracking: Verifies, organizes, and reconciles all incoming revenue streams to maintain precise financial records.Manages Secure and Timely Deposits: Processes and deposits daily earnings promptly, ensuring seamless cash flow and financial stability.Maintains Cash Drawer Readiness: Oversees the availability of adequate change to support daily transactions and operational efficiency.Investigates & Resolves Discrepancies: Identifies, analyzes, and promptly resolves any financial inconsistencies to uphold accuracy and accountability.Comprehensive Accounts Payable & Financial OversightValidates & Processes Invoices: Verifies the accuracy of all incoming invoices, ensuring consistency with orders and resolving discrepancies as needed.Maintains Financial Records & Compliance: Systematically records all financial transactions, ensuring meticulous upkeep of practice financial documentation.Resolves Invoice Discrepancies: Investigates and resolves any invoice-related issues efficiently, liaising with vendors as necessary.Develops & Enforces Budget Controls: Creates, monitors, and enforces budgets, ensuring financial discipline and preventing overspending.Executes additional responsibilities as designated by management to support operational efficiency and team success.Qualifications:At least 2-3 years experience working in financial customer assistance roleAt least 2-3 years experience working in AR/APPreviously experience working in healthcare (vet med preferred)Competency working with accounting software, electronic medical records systems, practice management software, inventory software, Microsoft suite.PHYSICAL DEMANDS AND WORK ENVIRONMENT:Frequently required to standFrequently required to walkFrequently required to sitFrequently required to talk or hearFrequently required to work in close proximity to dogs and catsOccasionally work around fumes, airborne particles, or toxic chemicalsOccasionally exposure to bloodborne and airborne pathogens or infectious materialsWhile performing the duties of this job, the noise level in the work environment is usually moderate to loud.We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or other characteristics protected by law.