Patient Receivable and Billing Specialist

Maine Optometry continues to grow!!  We are excited to welcome someone who’s passionate about serving our community!

Summary / Objective

The Patient Receivables Specialist supports the organization's revenue cycle by managing outstanding patient balances and helping resolve patient account issues promptly. This role serves as a key point of contact for patients, internal office teams, and third-party billing partners regarding account balances, payment activity, billing inquiries, and insurance-related follow-up. The specialist is detail-oriented, professional, and able to communicate effectively while providing exceptional customer service and maintaining a high standard of accuracy, confidentiality, and regulatory compliance.

Essential Functions

• Conduct inbound and outbound communication with patients regarding billing questions, payment options, balance resolution, and account status.
• Respond to patient concerns with patience, empathy, and professionalism, using effective communication and problem-solving skills to de-escalate issues and promote a positive patient experience.
• Manage and follow up on outstanding patient balances in a timely and professional manner.
• Review patient accounts for discrepancies and help resolve outstanding balance issues.
• Prepare and send patient statements and other account-related correspondence as needed.
• Initiate collection efforts for delinquent patient accounts, including collection agency coordination and account placement in accordance with company policy.
• Post daily patient payments, including credit card and check receipts, and reconcile payments in coordination with the Accounting Department.
• Identify credit balances and coordinate appropriate next steps, including account corrections or refunds in partnership with bookkeeping.
• Maintain complete and accurate documentation of patient communications, collection activity, account actions, and follow-up efforts to meet department and KPI goals.
• Proactively approach accounts receivable management by regularly reviewing aging reports, identifying collection opportunities, and pursuing timely resolution of outstanding balances.
• Provide administrative support for office operations, including processing inbound communications, updating patient account information, and assisting with other departmental needs as assigned.
• Coordinate responses to health and vision insurance audits, including compiling records, validating documentation, and meeting submission deadlines.
• Knowledge of HIPAA and commitment to maintaining patient confidentiality
• Perform additional duties and special projects assigned by the Billing and Accounting Manager.
• Manage billing communications, including responding to inquiries, directing messages appropriately, and assisting with billing-related issue resolution.
• Process deposits from insurance remittances, maintain compliance with HIPAA and patient privacy standards, and support departmental operations through regular in-person attendance.

Core Competencies

• Professional and courteous phone presence when working with patients, vendors, and team members.
 • Good judgment and problem-solving skills, especially when handling billing questions or account issues.
 • Strong follow-through and accountability when managing receivables, payables, and open balances.
 • Empathy and tact when talking through sensitive financial situations with patients or clients.
 • Able to stay accurate and organized while handling a high volume of financial transactions and account activity.
 • Acts with honesty and integrity; communicates clearly about financial information, owns mistakes, and follows ethical billing and accounting practices.
 • Easy to approach and work with; builds positive relationships, listens well, and communicates respectfully across teams.
 • Customer-focused mindset; works to resolve issues quickly, answer questions clearly, and create a positive experience for patients, clients, and co-workers.

Position Type and Expected Hours at Work

This is a regular, full-time position. Regular on-site attendance is required to support daily billing functions and maintain collaboration with team members and leadership.

Qualifications

• High school graduate or GED required
• Minimum of three years of experience in a business office and/or physician’s office with medical terminology knowledge through coursework or experience is required.
• Strong verbal and written communication skills
• Proficiency in Microsoft Office Products
• Experience in customer service