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					                                  JOB DESCRIPTIONS

POSITION:             Collections Director

JOB SUMMARY:          Responsible for smooth functioning of collection on all patient accounts;
                      follow-up and collect on all past due accounts, and work with business
                      office manager to make necessary write-offs and refunds.

  1. High school diploma or equivalent.
  2. Two-years supervisory experience in a doctor office.
  3. Five-years experience in finance.

  1. Computer literate including knowledge of software programs utilized in the practice.
  2. Bookkeeping skills and a working knowledge of medical billing software.
  3. Understanding of Medicare/Medicaid rules and regulations, and CPT and ICD-9 coding.
  4. Understanding of private insurance and vision plan rules and regulations.
  5. Good communication skills with patients.
  6. Ability to work as a team member.
  7. Well-organized with attention to detail.
  8. Ability to manage multiple projects simultaneously.
  9. Treat patients and co-workers with respect.

  1. Daily
      Use worksheets to check accounts in the system and make determination as to what
        work needs to be done on each claim.
      Make telephone calls to patients and/or insurance carriers necessary to work the
      Send letters to patients and/or insurance carriers regarding non-payment of accounts.
        A series of form letters have been created in order to save time, but each letter is to be
        individualized to the circumstances.
      Answer incoming calls from patients and insurance carriers and discuss activity on
        the accounts.
      Change address in the system on returned mail and resend. Make every attempt to
        find skips through telephone calls to patients, employers, etc., always keeping in mind
        the patient’s privacy.
      Maintain the tickler system and calendar all expected activity on the accounts, i.e.,
        promise of payments, discount letters, any of the series of collection letters.

   2. Weekly
       Bring adjustments to the attention of the office manager to make the necessary write-
        offs and refunds.
       Discuss the accounts aging analysis report with the office manager and make
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          determination as to the workload for the following week.

   3. Monthly
       When the accounts aging analysis report is run, mark the accounts with balances over
        60 days. Accounts with balances over 60 days and over $500 are priority. These
        accounts are put on a worksheet and worked immediately. All other balances over 60
        days are worked after the priority accounts have been handled.
       Discuss accounts with managing optometrist and office manager on the first Monday
        of each month. Determinations will be made at this time regarding write-offs and
        accounts to be sent for collection action.
       The managing optometrist or office manager initials the account collection activity
        sheets before being sent to one of the agencies. A file is kept of collection accounts;
        the amount of the balance, the date turned over, the name of the agency, and the
        eventual results. This file is to be discussed quarterly at the adjustment meeting.

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