Job Abstract

Under general supervision of Office Supervisor/ Manager, Hospital Administrator and Medical Director, the Client Financial Coordinator is responsible for a multitude of responsibilities including but not limited to the management of client accounts, finances and account receivables. The Financial Coordinator is to provide and maintain excellent client care and service at all times. Knowledge, Skills and Abilities. Extensive customer service. Strong communications skills, both written and oral. P... more details

Under general supervision of Office Supervisor/Manager, Hospital Administrator and Medical Director, the Client Financial Coordinator is responsible for a multitude of responsibilities including but not limited to the management of client accounts, finances and account receivables. The Financial Coordinator is to provide and maintain excellent client care and service at all times. 

• Extensive customer service
• Strong communications skills, both written and oral
• Po-active and Goal oriented
• Ability to organize and prioritize daily tasks
• Ability to plan, organize and effectively present ideas and concepts
• Must be able to handle multiple tasks at once, and deal with high levels of workload in an environment of changing priorities
• Intermediate to advanced math skills
• Must have strong problem solving skills
• Computer literate
• Maintains strong knowledge of veterinary medicine and veterinary terminology
• Ability and willingness to learn, provide, and seek assistance if and when needed
• Must be able to interact with all levels of staffing and clients in a professional manner
• Efficient time management skills and ability to meet deadlines in a timely manner
• Ability to convert and maintain electronic and digital files to transition into a paperless record system

• High School Diploma
• College, certified status and or work equivalent experience of at least 3 years

Physical Requirements

• Dependable attendance is required
• Must be willing to work long or irregular hours under pressure conditions if needed
• Must have predictable and consistent attendance and follow all attendance and lunch policies.
• This position requires the ability to sit, walk, type, and lift objects within parameters as outlined by VCA Risk and Safety guidelines consistently, and work a minimum 8-10 hour day
• Visual acuity sufficient to maintain accurate records, recognize people and understand written directions
• Fine motor skills adequate for utilizing hospital equipment, computer software, etc.
• Customer service functions, including greeting visitors, answering telephones, and guiding clients and their pets into exam rooms.
• Scheduling and confirming appointments.
• Recommending, selecting, and obtaining products and services, including prescriptions.
• Hospital maintenance (including removal of animal waste) and ensuring that facility is neat and clean at all times—both inside and outside.

The following is a list of essential job requirements and responsibilities. This list may be revised at any time and additional duties not listed here may be assigned or removed as needed.

• Completion of all in-house patient charges
• Completion of hospital deposit on a daily basis
• Monitor all in-house patient invoices and ensure that all required deposits are taken upon admissions and throughout patient stay
• Ensure collection of proper legal documents and treatment plans are gathered prior to rendering services
• Proper documentation of communication with clients
• Monitor all in-house patient invoices in comparison to estimate and notify appropriate department of any near to over estimates
• Utilize practice management software (WOOFWare) for communication of near/over estimates and completion of invoicing for discharging in-house patient
• Research financial rejections and works cooperatively with appropriate staff and clients to resolve discrepancies. (i.e. assisting clients apply for CareCredit)
• Utilizes various coding and billing references to resolve complex billing scenarios
• Ensure all patient billing is accurate and completed upon patient discharge and all monies are collected at time of patient discharge
• Review on a daily basis balances on hospitalized cases.
• Account receivables: outstanding balances should be reviewed on a monthly basis and communicated verbally and in writing to clients prior to being sent to collections
• Aging (collections) - client statements, phone calls, reminder and final letters are to be done or sent out several times monthly (min. once monthly); uncollectible accounts prepared, final approved and sent to collection agency; client credits done monthly
• Follow up on approved payment contracts and any other financial agreements
• Follow up with any balances that are not collected at time of discharge and proceed with the appropriate steps to collect balance
• Answer high volume of phone calls and return messages in a timely manner
• Call on all returned checks and follow up accordingly.
• Review of invoices with a credit on account and contact client to process any available refund
• Audit all “Angel” cases for accuracy and final invoicing on a weekly basis
• Audit out-patient invoices for accuracy
• Month End – All billing checked and finalized, includes all angels and employees; discounts verified and put into computer; credit balances; all must be done by the end of each month;
• Ensures that all patient medical and surgical records are being completed, recorded and are accurate for billing purposes
• Participates along with all departments in client flow to ensure that clients and patients are seen and treated in a professional, timely and competent manner
• Demonstrates a positive willingness to take on additional assignments and responsibilities.
• Pay 18-25 depending on experience.

If you are a current associate, you need to apply through our internal career site. Please log into Workday and click on the Jobs Hub app or search for Browse Jobs.

Benefits: We offer competitive compensation along with a comprehensive benefits package, including medical, dental, vision and paid vacation/sick days, 401(k), generous employee pet discounts and more!

The information in this position description indicates the general nature and level of work to be performed. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of associates assigned to this job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, change in personnel, workload, or technical development).

We are proud to be an Equal Opportunity Employer - Veterans / Disabled. For a complete EEO statement please see our career page at vcacareers.com.