Patient Receivable and Billing Specialist

Job Description

Job Description

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

Patient Receivable and Billing Specialist

Full-time, in-person 

Location: Gorham

Hours of Operation:

Monday - Thursday: 8:00 AM - 4:30 PM

Friday: 8:00 AM - 4:30 PM

What We Offer:

• Competitive starting pay - pay is commensurate with experience
• 401K retirement savings plan
• Health insurance
• Paid vacation time
• Eyeglass and contact lens benefits
• Nine Holidays 
• And even more benefits!

If you're friendly, detail-oriented, and eager to contribute to a positive work environment, we want to hear from you! Experience in healthcare or customer service is a plus but not required – we provide comprehensive training.

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