Payment Specialist

Orthopedic ONE; Westerville (OH); Hybrid; USD 34,000 - 52,000; Full time

Job summary

Orthopedic One in Westerville, OH seeks a detail‑oriented Billing Entry Specialist responsible for posting payments and reconciling daily cash flow. The role requires accuracy, prompt posting, and collaboration with the billing team.

Candidates must live in Ohio and be available for on‑site work with remote/onsite hybrid options after a 90‑day introductory period, ensuring timely processing and customer communication.

Qualifications

• High school diploma or equivalent with medical billing/finances experience.
• Certified Professional Coding education or certification preferred.
• Strong attention to detail and accurate data entry.
• Excellent written and verbal communication with patients and carriers.

Responsibilities

• Posts payments to the practice management system and reconciles daily.
• Balances batches and resolves transaction exceptions promptly.
• Communicates payment denials and forwards to billing as needed.
• Maintains documentation for daily posting, cash handling, and refunds.
• Works with staff to ensure accurate location, facility, and company fields.

Skills

Medical billing

Customer service

Communication skills

Education

High School Diploma or equivalent

Certified Professional Coding education (preferred)

Tools

Practice management system

Windows OS

Internet & email

Job description

Candidates must live in Ohio and be available for work in our Westerville, OH location. Position is eligible for remote/onsite hybrid work arrangement after completion of a 90-day introductory period.

Position Summary

Responsible for the expedient and accurate posting of payments received.

Responsibilities/Accountabilities

Payment Entry

• Completes payment entry and daily reconciliation in a timely and accurate manner including:
• Posts payments to practice management system (lockbox, pre-collect and cash out payments within 24 hours, online credit card payments the next business day, EFT deposits within 72 hours).
• Records batch totals with date and initials on payment receipt spreadsheet.
• Balances batches, ensuring small balance and bad debt accounts have been appropriately worked, and run transaction reports.
• Ensures all cash, checks, EFT and credit card payments are reconciled and balanced between EMR and bank deposits daily. Identifies and resolves any transaction exceptions to ensure accurate daily balance.
• Reviews practice management system daily report to confirm correct location, facility and company fields were selected for claims with Reconciliation Specialist.
• Ensures all EFT deposits and payments have been posted and balanced by month end.
• Properly communicates and documents payment denials in the practice management system and communicates with the appropriate billing representative in a timely manner.
• Properly handles all cash and check transactions including a two-person process to mitigate risk for the organization.
• Completes ancillary payment posting reports as needed (low balance accounts, unapplied payments and unbalanced insurance accounts.)
• Completes daily payment posting and reconciliation of unapplied payments on accounts to ensure accounts balance properly.
• Processes patient refunds per department policy guidelines
• Completes assigned To Do’s daily. Ensuring response to To Do is according to status assigned (1 Normal – Respond within 3 days, 2 Priority – Respond within 2 days, 3 Urgent – Respond within 1 day).

Department Coverage

• Cross trained to provide department coverage in charge entry, posting payments/denials, lockbox postings and cash out.
• Maintains professional knowledge regarding medical billing and coding procedures, insurance carriers, federal programs, and established payment posting workflows, etc.

Customer Service and Communications

• Communicates with patients, insurance carriers and other outside entities in a professional manner as needed. Identifies solutions and responds professionally to patient concerns, i.e., pleasant tone of voice, courteous language, etc. Uses appropriate grammar and demonstrates tact and diplomacy in patient interactions, by phone and in person.
• Diffuses negative situations with patients and maintains a pleasant and professional tone during stressful circumstances and heavy workload.
• Communicates with staff members in a professional, pleasant manner; Shares information relevant to work, no gossiping or disparaging remarks, accepts work without complaint or provides reasons why assignment is unmanageable, asks and answers questions related to improving department performance.

Teamwork

• Works cooperatively with coworkers, providers, and management.
• Shares knowledge and insights with co-workers in a constructive manner.
• Willingly provides coverage to department, staying beyond scheduled ending time when clinic schedule demands it, volunteering to cover time off or unexpected absences, maintaining workflow in department without direct supervision.
• Addresses conflicts with person directly before involving manager or uninvolved peers.
• Is considerate of others with regard to taking breaks or meal periods, use of computer and telephone, and noise in department.

Policies and Procedures

• Knows and complies with policies and procedures as enumerated in the Orthopedic One Employee Handbook and policies and procedures documents.
• Provides assistance and support to leadership in implementing policies and procedures as necessary.
• Actively participates in training, and conducting day to day work activity by adhering to all policies and procedures as enumerated in compliance and risk management programs.

Education, Experience, and Certification/Licensure Required

High School Diploma or equivalent required with a minimum of two years of medical billing, bookkeeping, banking or finance experience. Certified Professional Coding education or certification is preferred. Candidates must be able to work with high volume of work while maintaining attention to detail and accuracy and demonstrate excellent oral and written communication skills. Computer skills required to operate practice management system (i.e., use Window operating system, conduct Internet searches, communicate by email, etc.).

Knowledge, Skills, and Abilities

Demonstrates general knowledge of medical terminology and insurance industry; Able to work with high volume of work while maintaining attention to detail and accuracy; Demonstrates excellent oral and written communication skills; Able to operate practice management system and other computer programs (i.e., use Windows operating system, conduct Internet searches, communicate by email, etc.); Able to operate a calculator to accurately perform basic math functions; Able to work cooperatively as a member of the billing department to meet the needs of internal and external customers.

Location: Orthopedic One

• Patient Accounts Schedule: Regular Full Time, Day Shift