Job Details

Purpose

Centralized support role responsible for helping offices with patient billing tasks, including:

• Sending statements

• Posting payments

• Supporting internal collections

• Managing collection agency processes

The goal is to ensure patient balances are handled accurately, timely, and consistently across all offices.

Core Responsibilities

Patient Statements & Billing

• Ensure patient statements are sent based on each office's setup:

• Automatically when systems are in place

• Manually when needed

• Follow up on expired or failed credit card payments:

• Attempt to collect updated payment information by phone

• If no response, start the billing process with the patient

• Support offices with patient billing-related voicemails

Payment Posting

• Post all digital patient payments (such as Stax) into the PMS in a timely manner

• Manually process any remaining financial agreements

Internal Collection & Agency

• Monitor patient balances that have completed internal billing

• Send qualifying accounts to collections based on location-specific guidelines

• Make necessary account adjustments related to collections

Account Support & Documentation

• Research and help resolve confusing or unclear patient balances for offices

• Maintain clear, accurate notes in the PMS for all patient interactions and account activity

• Communicate clearly with offices regarding account findings or next steps

Mail & Check Support (Temporary Responsibility)

• Pick up checks from office locations as needed

• Sort and forward checks to the billing team

• Support check handling and deposits while mail volume remains centralized

• Note: Mail and check-related duties are expected to decrease over time as processes shift to office-level handling & EFTs.

Role Expectations

• Strong attention to detail

• Comfortable working independently

• Willing to ask questions when unsure

• Organized and consistent with documentation

• Clear, professional communication with offices and patients

• Note: This role is evolving. Tasks and workflows may continue to be adjusted as processes are refined.

What Success Looks Like in this Role

Learn & Stabilize

• Focus: Learning the tools, systems, and daily tasks

• Success looks like:

• Understanding how each office sends patient statements

• Accurately posting digital payments

• Leaving clear PMS notes when working on accounts

• Asking questions early instead of guessing

Own the Function

• Focus: Doing the work independently and consistently

• Success looks like:

• Managing patient statement cycles for all offices

• Posting digital payments within 24 hours

• Following up on expired cards without reminders

• Handling collection agency steps from start to finish

• Resolving most office billing questions independently

Optimize & Improve

• Focus: Making the work easier and more consistent

• Success looks like:

• Noticing repeat issues and flagging them

• Suggesting small improvements to billing or posting steps

• Helping document simple SOPs as processes are finalized

• Becoming the main support person for patient A/R questions

#FreedomDentalHealth

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$1,000 - $1,500 a month

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.