Payment Application Specialist

WVU Medicine; Northern (KY); Hybrid; USD 42,000 - 66,000; Full time

Job summary

WVU Medicine is seeking a detail‑oriented Revenue Cycle professional to support patient accounting and cash posting functions. The role involves processing remittances in the Epic system, reconciling payments, and ensuring accurate posting to the general ledger across hospital entities.

Responsibilities include identifying posting discrepancies, resolving unidentified payments with payors, and maintaining documentation for audits.

Qualifications

• High school diploma or equivalent required.
• One year medical billing/medical office experience preferred.
• Bookkeeping and cash balancing experience preferred.
• Knowledge of ICD-10 and CPT coding processes preferred.
• Knowledge of third party payers preferred.

Responsibilities

• Process electronic remittances and posting in Epic.
• Route non-posting transactions to correct accounts.
• Balance postings to bank deposits using Epic and Excel.
• Document accounts clearly and accurately.
• Analyze and reconcile postings to patient payments and other cash sources.
• Use payor portals and other systems to resolve overpayments and discrepancies.
• Process refunds from third party payors and departments.
• Monitor accounts within special billing guidelines to ensure timely pre-payments.
• Interact with insurance payors and financial institutions as needed.
• Maintain current knowledge of payor payment provisions and relevant laws.

Skills

Medical billing

Customer service

Communication

Attention to detail

Banking knowledge

Education

High school diploma or equivalent

Tools

Epic

Microsoft Excel

Payor portals

One Content imaging system

Job description

Below, you’ll find other important information about this position.

Minimum Qualifications

• High School Graduate or equivalent.

Preferred Qualifications

1. One (1) year medical billing/medical office experience preferred.


2. Bookkeeping and cash balancing experience.

Core Duties and Responsibilities

1. Processes electronic remittances initiating transaction posting in Epic.


2. Works transactions that do not post correctly to ensure that transactions route to the appropriate accounts.


3. Identifies any unidentified payment transactions that route to the clearing account, following facility processes to move non-patient money to correct general ledger account.


4. Balances postings to bank deposits utilizing provided technical tools in Epic and via Microsoft Excel.


5. Maintains timely and accurate posting according to departmental goals and report to management.


6. Documents accounts clearly and accurately.


7. Analyzes and reconciles posting amounts from patient payment and other sources of payment (non-accounts receivable (AR) cash) to the patient accounting system and accounting department.


8. Uses system software, including online credit card systems and the Epic system.


9. Creates, enters, and assigns cash management batches.


10. Opens and distributes mail received from the post office and financial institutions for the various entities services are billed for


11. Contacts the appropriate third party payors, business entities, or financial institutions to resolve unidentified or missing payments.


12. Accesses any scanned information via One Content imaging system.


13. Completes and reconciles bank deposits daily.


14. Utilizes remittance work queues to resolve payment errors.


15. Reviews and reconciles all postings monthly with the Departmental Coordinator as needed.


16. Participates in educational programs to meet mandatory requirements and identified needs with regard to job and personal growth.


17. Researches accounts in work queues with credit or undistributed self-pay balances, and works to resolve these balances by distributing to other outstanding account, refunding another approved facility, or refunding the guarantor.


18. Investigates insurance overpayments and takes appropriate action from within the work queue to resolve the variance.


19. Processes refund requests received from third party payors, clinical departments, other areas of Revenue Cycle, and leadership.


20. Monitors accounts that fall within out special billing guidelines (i.e. cosmetic, bariatric, IVF, plastics, etc.) to insure pre- payment application is done within a timely manner.


21. Works with the appropriate accountants to maintain a list of all unclaimed property, and maintain a spreadsheet for submission to the state.


22. Takes calls from registration and customer service staff experiencing issues with cash drawers, and works to resolve the issues.


23. Insures all refund requests are received from accounts payable, and processes the checks for submission to third party or guarantor.


24. Maintains current knowledge of payor payment provisions and all local, state, and federal collection laws.


25. Contacts insurance company or employer to determine eligibility, benefits, and payment information necessary to refund or distribute payments


26. Ability to accurately utilize payor portals to initiate overpayment recoveries


27. Identifies missing charges and communicates with appropriate coding manager for re-entry


28. Completes reports assigned by Revenue Cycle leadership for bulk refunds to third party payors.


29. Monitors work queue for inappropriate hospital payments posted to professional billing, and works with appropriate entity for posting.


30. Assists hospital cashier’s office in locating and resolving missing receipts.


31. Aids accounting department in reconciling patient payments for the entity in which the receipt was deposited.

Physical Requirements

1. Must be able to sit for extended periods of time.


2. Must have reading and comprehension ability.


3. Visual acuity must be within normal range.


4. Must have manual dexterity to operate keyboards, fax machines, telephones and other business equipment.

Working Environment

Office type environment.

Skills and Abilities

1. Excellent oral and written communication skills.


2. Knowledge of medical terminology preferred.


3. Knowledge of third party payers preferred.


4. Knowledge of business math preferred.


5. Knowledge of ICD-10 and CPT coding processes preferred.


6. Excellent customer service and telephone etiquette.


7. Ability to use tact and diplomacy in dealing with others.


8. Knowledge of patient accounting principles and procedures.


9. Working knowledge of computers.


10. Maintains knowledge of current online banking systems.

Additional Job Description

Scheduled Weekly Hours: 40

Shift: Exempt/Non-Exempt: United States of America (Non-Exempt)

Company: SYSTEM West Virginia University Health System Cost Center: 544 UHA Patient Financial Services

The West Virginia University Health System is West Virginia’s largest health system and the state’s largest employer with more than 3,400 licensed beds, 4,600 providers, 35,000 employees, and $7 billion in total operating revenues. The Health System is comprised of 25 hospitals – including J.W. Ruby Memorial Hospital, an 880-bed academic medical center, and the 150-bed WVU Medicine Children’s Hospital in Morgantown, West Virginia – and five institutes. To learn more, visit WVUMedicine.org.