Refund Specialist

Specialty Dental Brands; Nashville (TN); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Competitive compensation

401(k) with company match

Paid Time Off and paid holidays

Professional growth opportunities

Supportive, collaborative culture

Job summary

Specialty Dental Brands is seeking a Refund Specialist to research credit balances, validate overpayments, and process refunds in a compliant and timely manner. You will collaborate with internal teams, insurers, and practice leaders to resolve discrepancies following company policies.

The role emphasizes accuracy, HIPAA compliance, and clear documentation while supporting audits and process improvements in a high-volume environment.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Experience in dental or healthcare billing, refunds, or accounts receivable is preferred.
• Knowledge of insurance payments, explanations of benefits, and patient balances is a plus.
• Experience with dental practice management systems or healthcare billing platforms is preferred.

Responsibilities

• Review patient and insurance credit balances to determine refund eligibility.
• Research account activity, payments, adjustments, and explanations of benefits.
• Validate overpayments and process refunds accurately and on time.
• Reconcile refund transactions and maintain supporting documentation.
• Communicate with insurers, patients, and practice teams to resolve questions.
• Monitor refund queues and aging reports to ensure timely resolution.

Skills

Attention to detail

Multitasking

Written communication

Verbal communication

HIPAA compliance

Excel basics

Office software

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Excel

Microsoft Outlook

Job description

At Specialty Dental Brands (SDB), we're more than a dental support organization—we're a community dedicated to helping our practices, providers, and patients thrive. By partnering with pediatric dentistry, orthodontic, and oral surgery practices across the country, we empower our teams with the technology, resources, and support they need to make a meaningful impact every day.

The Refund Specialist will be responsible for researching credit balances, validating overpayments, and processing accurate and timely refunds. This individual will collaborate with internal teams, insurance carriers, and practice leaders to resolve account discrepancies while ensuring all transactions comply with company policies and applicable regulations.

What You'll Do

• Review patient and insurance credit balances to determine whether a refund is appropriate.
• Research account activity, payments, adjustments, contractual allowances, and insurance explanations of benefits.
• Validate overpayments and process patient and insurance refunds accurately and within established timelines.
• Review payer recoupment requests and confirm that all required documentation is complete and accurate.
• Reconcile refund transactions and maintain clear supporting documentation within the appropriate systems.
• Identify duplicate payments, posting errors, unapplied funds, and other discrepancies affecting account balances.
• Communicate with insurance carriers, patients, practice teams, and internal departments to resolve refund-related questions.
• Monitor assigned refund queues and aging reports to ensure accounts are reviewed and resolved promptly.
• Escalate complex account discrepancies or potential compliance concerns to the appropriate leadership team.
• Protect confidential patient and financial information while following HIPAA requirements and company policies.
• Support audits by providing accurate documentation and transaction histories.
• Assist with process improvements that increase accuracy, efficiency, and consistency across the refund workflow.
• Meet established productivity, quality, and turnaround-time expectations.

Preferred Qualifications

• High school diploma or equivalent required; associate degree in accounting, finance, healthcare administration, or a related field preferred.
• Previous experience in dental or healthcare billing, payment posting, refunds, accounts receivable, or revenue cycle management preferred.
• Working knowledge of insurance payments, explanations of benefits, contractual adjustments, and patient account balances.
• Experience working with dental practice management systems or healthcare billing platforms is preferred.
• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Strong attention to detail with the ability to review complex account activity accurately.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a high-volume environment.
• Understanding of HIPAA and the importance of protecting confidential patient information.

What Makes You Successful

• You are highly detail-oriented and understand that accuracy is essential when handling patient and insurance funds.
• You approach account research with curiosity, patience, and sound judgment.
• You take ownership of your work and follow each refund through to completion.
• You are organized and able to prioritize a high volume of accounts without sacrificing quality.
• You communicate clearly, professionally, and compassionately with patients and internal partners.
• You are comfortable identifying discrepancies, asking thoughtful questions, and escalating concerns when needed.
• You work well independently while remaining a collaborative and dependable team member.
• You adapt well to changing priorities, processes, and business needs.
• You are committed to protecting sensitive information and consistently demonstrating integrity.
• You look for opportunities to improve processes and create a better experience for our practices and patients.

At Specialty Dental Brands, you'll be part of a collaborative team that values people first. We celebrate teamwork, continuous learning, and creating positive experiences for both our candidates and employees. When you join us, you'll enjoy:

• Competitive compensation
• 401(k) with company match
• Paid Time Off and paid holidays
• Opportunities for professional growth and development
• A supportive, collaborative culture where your work truly makes a difference