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. EDUCATION AND EXPERIENCE: 1. High school diploma or equivalent. 2. Two-years supervisory experience in a doctor office. 3. Five-years experience in finance. ESSENTIAL SKILLS AND ABILITIES: 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. RESPONSIBILITIES: 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 accounts. 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 Collections Director Page 2 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.