Clinic Financial Manager

American Oncology Network · Georgetown · $66,424–$100,756 (stated in the posting)

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Position Summary

Manage the Financial Counselors in the clinics and review their performance of Managed Care duties and patient collections.  Supervise and review all clinic collections. Responsible for providing training regarding the Company’s collection policies and procedures to clinic staff.  Responsible for approving all special-order drugs and reviewing chemotherapy regimens to ensure that the reimbursement is covering the Company’s’ cost of the drugs.  Supports the financial goals of the practice and AON by being fiscally responsible in all areas, including staffing and purchasing.

Required Qualifications

• Five (5) plus years of experience as FC, and/or medical field/practice business office with prior experience in the collection of self-pay and insurance accounts, at management level.

• Internal two (2) plus years Team Lead, Financial Counselor experience will be considered.

• Strong, demonstrated verbal communication skills in dealing with patients’ financial matters. 

• High School Diploma/Associates Degree preferred.

• Experience in accounts receivable management required.

• Experience managing employees across multiple locations is crucial.

• Valid Driver’s License in the state of residency for travel to clinics. Must comply with the Company’s Driver Safety Operations and Motor Vehicle Records Check Policy.

Key Performance Areas

• Review daily clinic collections in each office to ensure that the patient financial responsibilities are being paid at the time of service including co-pay, co-insurance, and any self pay balances.

• Compile clinic collection data into a monthly spreadsheet that will be given to the CEO and the Director of Patient Business Services.

• Provide support and training to the Patient Service Specialists with collection techniques that will give them the skills necessary to collect at the time of service.

• Assist the Financial Counselors in negotiating with self pay patients, any discounts, and payment arrangements for Company services.

• Meet with patients to resolve patient account issues with a large managed care cost that may result in a potential financial loss to the Company.

• Respond to patient concerns or complaints regarding the Company’s collection policy as necessary.

• Work closely with the physicians and nursing staff to make sure the Company’s drug guidelines are being followed. Provide guidance to physicians regarding off label use of drugs.

• Work closely with the Office Managers to find solutions with any collection or managed care issues in the clinics.

• Report trends that affect collection activity to Assistant Director of Patient Business Services.

• Review the financial counselors’ weekly A/R report on a monthly basis.

• Review all financial counselors’ daily work ensuring that all staff is following updates and changes to policy and procedures provided at the Managed Care Meeting.

• Work collectively with the Contracting and Credentialing Manager in conducting the monthly managed care meetings to update financial counselors, office managers, and the business office on changes to managed care, collection, and drug policies and procedures.

• Review office and individual workloads of the financial counselors on a weekly basis and assign or distribute the workload to the float position or trainer as needed.

• Assist the business office staff with problems regarding insurance company reimbursements and any self pay collection issues.

• Update and maintain financial counselor policies and procedures.

• Maintain and ensure the confidentiality of all patient and employee information at all times.

• Complete designated projects assigned by the Assistant Director of Patient Business services.

• Attend meetings and training sessions and report any changes or concerns to the Director of Patient Business Services.

• Will be expected to work at any Company location to help meet the Company’s business needs.

• Will be expected to work overtime when given sufficient notice of required overtime.

• Comply with all Federal and State laws and regulations pertaining to patient care, patient’s rights, safety, billing, and collections. Adhere to all Company and departmental policies and procedures, including IT policies and procedures and disaster recovery plan.

Managerial Duties

• Incumbent has authority to initiate actions and make decisions within established precedents or well-defined policy with regular managerial direction and review

• Oversee daily activities of department to maximize scheduling and real-time utilization of resources.

• Interface with management to ensure smooth flow of work through department.

• Participate in daily, weekly, monthly, and annual planning process as appropriate.

• Perform all duties and responsibilities in a timely and effective manner in accordance with established company policies to achieve the overall objectives of this position.

• Maintain a favorable working relationship with all other company employees to foster and promote a cooperative and harmonious working climate which will be conducive to a high level of employee morale, productivity, efficiency, and effectiveness.

• Project a favorable image of the company to promote its aims and objectives and foster and enhance public recognition and acceptance of all of its areas of endeavor.

• Keep immediate superior promptly and fully informed of all problems or unusual matters of significance and takes prompt corrective action where necessary or suggests alternative courses of action that may be taken.

• Perform all necessary supervisory functions to effectively and efficiently manage the personnel assigned:

  • Maintain a qualified staff by interviewing, hiring and training staff.

  • Ensure employees have appropriate training and other resources to perform their job.

  • Communicate areas of accountability and performance expected of personnel assigned.

  • Determine standards of performance as a basis to review progress of personnel assigned.

  • Recommend salary adjustments.  transfers, promotions and dismissals.

  • Address disciplinary and/or performance problems according to company policy. Prepares warnings and communicates effectively with employees on disciplinary actions.

  • Create and maintain a cooperative and harmonious working climate conductive to maximize employee morale and productivity.

  • Approve time-off requests in a fair manner while ensuring adequate staff to maintain work productivity.

  • Develop individuals for future advancement.

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