Cash Application Coordinator

Job Summary:

The Cash Application Coordinator is responsible for the accurate and timely posting of payments received from insurance companies, government payers, patients and other third-party sources. This position ensures all payments, adjustments, denials, refunds and contractual allowances are posted correctly, reconciles payment discrepancies and supports the organization's financial integrity by maintaining accurate patient account balances. The Cash Application Coordinator reports to the Cash Application Team Lead.

• Essential Duties and Responsibilities
  • Post electronic remittance advices (ERA’s), electronic funds transfers (EFT’s), paper checks and patient payments accurately and timely.
  • Process payments from Medicare, Medicaid, commercial insurance, managed care organizations and self-pay patients.
  • Verify payment amounts against remittance advice
  • Apply contractual adjustments according to payer contracts
  • Post denial and remark codes accurately
  • Reconcile daily deposits to payment batches
  • Balance posted payments to bank deposits and accounting records
  • Investigate and resolve payment variances
  • Research unidentified payment and unapplied cash
  • Assist with month-end reconciliation activities
  • Coordinate with insurance follow-up staff to resolve payment issues
  • Identify missing remittance information
  • Work with payers to obtain corrected remittance advice when necessary
  • Identify accounts requiring refunds
  • Process refund requests according to organizational policy
  • Monitor credit balance reports
  • Ensure compliance with payer and regulator refund requirements
  • Maintain documentation supporting payment corrections
  • Identify trends affecting payment accuracy
  • Recommend workflow improvements
  • Work closely with:
    • Insurance Coordinators
    • Patient Access
    • Coding
    • Finance
  • Assist departments with payment-related questions
  • Maintain compliance with HIPAA regulations
  • Follow Medicare, Medicaid, and commercial payer payment guidelines
  • Adhere to organizational financial policies and internal controls
  • All other duties assigned

Performance Expectations:

• Post all payment within established turnaround times
• Maintain a high degree of posting accuracy
• Balance daily cash without discrepancies
• Resolve unapplied cash promptly
• Meet productivity standards while maintaining quality
• Communicate payment issues proactively
• Support month-end close activities
• Maintain confidentiality and data integrity

Qualifications:

Education/Skills:

• High school diploma or equivalent required
• Associate’s degree in accounting, business, healthcare administration or related field preferred
• 2-4 years of healthcare payment posting, cash application or patient accounting experience preferred
• Experience with hospital or physician billing systems
• Familiarity with ERA/EFT processing and payer remittance advice
• Strong understanding of payment posting, adjustments, contractual allowances, and credit balances
• Knowledge of Medicare, Medicaid, and commercial insurance payment methodologies
• Experience with patient accounting systems and EHRs
• Proficiency in Microsoft Excel and financial reconciliation
• Excellent attention to detail and organizational skills
• Strong analytical and problem-solving abilities
• Effective written and verbal communication

Work Location:

This position follows a hybrid work schedule. Regular onsite presence is required to support staff, attend meetings, and ensure operational effectiveness, with remote work available as approved based on departmental needs and performance.