Senior Financial Reconciliation Analyst

Purpose

The Senior Financial Reconciliation & Client Implementation Analyst is the hands-on owner of full financial reconciliation across NDS/RevTech's client portfolio – tying together cash, claims, contractual write-offs, bank transactions, EHR/PMS transactions, and clearinghouse transactions into one coherent, defensible picture per client. This is an individual-contributor role with no direct reports: the person in this seat personally onboards each client's financial and transactional data sources, maps them into the internal reconciliation application, runs and QA's the analysis, and travels to client sites to kick off engagements and deliver findings in plain language to practice owners and office managers. Just as important as running the analysis is diagnosing it: this person needs to understand each data source well enough to trace a discrepancy back through every system it touched – clearinghouse, PMS/EHR posting, bank deposit, patient ledger – to isolate where and why it broke, show the supporting detail, and prescribe a specific fix. The role also carries the reconciliation through to its final destination: once claims, cash, and write-offs are fully footed and reconciled, this person needs to understand how those totals translate into journal entries and post automatically into the client's general ledger, and be able to verify and troubleshoot that posting when it doesn't tie out. The reconciliation and automation engine itself is built and maintained by the Chief Architect; this role does not require software engineering, but it does require the data and accounting fluency to give the Chief Architect sharp, specific feature and improvement requests grounded in real client data problems.

Core Responsibilities

Data Source Onboarding & Mapping

•    Receive and understand each new client's full set of financial and transactional data sources – practice management/EHR claims and payment ledgers (e.g., Dentrix, Eaglesoft, Open Dental), clearinghouse transaction files (837 claims, 835 remittances), bank statements and merchant/card processor deposits, and patient payment platforms.

•    Map each source into the standard input format the internal reconciliation application expects, and validate completeness and quality before it enters the application – transaction counts, date ranges, coding consistency, payer/carrier naming, and duplicate or malformed records.

•    Identify and document client-specific data quirks (inconsistent carrier naming, missing contractual write-offs, non-standard clinic/location structures, lagged or batched bank deposits) so they are handled consistently on every run.

Full Financial Reconciliation

•    Reconcile cash, claims, and write-offs end to end for each client: clearinghouse-reported claim activity to PMS/EHR-posted payments and adjustments, PMS/EHR-posted deposits to actual bank/merchant deposits, and contractual write-offs to the governing fee schedule or contract.

•    Run the payer underpayment and UCR fee-benchmarking analyses as one component of the broader reconciliation, applying contracted-fee and tolerance logic to isolate payer-side variance specifically.

•    Identify and categorize every variance by type (timing lag, posting error, clearinghouse rejection, unapplied cash, patient refund/chargeback, contractual misapplication, true payer underpayment, etc.) rather than leaving it as an undifferentiated dollar gap.

•    Scale this process across the full client portfolio on a repeatable cadence, not as one-off projects, and maintain consistent methodology from client to client.

GL & Financial Posting

•    Understand each client's chart of accounts and how reconciled totals map to it – revenue by procedure category, contractual write-offs/adjustments, patient AR, bad debt, undeposited funds/bank clearing accounts, and merchant/processing fees.

•    Document the GL mapping crosswalk per client (which reconciled category posts to which account, at what location/class level) so automated posting logic has a clear, client-specific source of truth.

•    Verify that once claims, cash, and write-offs are fully footed and reconciled, the automated posting engine correctly generates and posts journal entries into the client's accounting system (e.g., QuickBooks or similar) – by period, by location, and by category.

•    When automated postings don't tie to the reconciliation or the client's trial balance, trace the mapping and timing logic to identify the cause (wrong account mapping, missed location/class, period cutoff issue, duplicate or missing entry) and prescribe the correction.

•    Confirm posted totals support the client's month-end close and financial statement accuracy, and coordinate with the client's bookkeeper, controller, or CFO on GL structure, posting cadence, and any close-calendar constraints.

Root Cause Analysis & Remediation

•    For every material discrepancy, work the diagnostic path across data sources – clearinghouse to PMS/EHR to bank – to narrow down where in that path the issue originated, rather than stopping at “the numbers don't match.”

•    Build and maintain a working decision-tree/checklist of the common paths a discrepancy can take (e.g., posted-but-not-deposited, deposited-but-not-posted, adjudicated-but-not-posted, posted-at-wrong-fee) so root-causing is systematic rather than ad hoc.

•    Present findings with the full supporting detail behind the root cause – not just the conclusion – so the client or internal leadership can independently verify it.

•    Prescribe a specific, actionable solution for each root cause identified (e.g., repost a transaction, file an appeal, correct a mapping, adjust a client workflow) and track it through to resolution.

Tool Usage, Feedback & Continuous Improvement

•    Use the internal reconciliation/FP&A application as the primary work surface across all client engagements.

•    Surface structured feature and improvement requests to the Chief Architect based on real gaps or friction encountered in live client work – missing data mappings, unclear variance categorization, incorrect or missing GL posting logic, reporting gaps, or repetitive manual steps that should be automated.

•    Partner with the Chief Architect during tool development and testing cycles to validate that new features correctly handle real client data before rollout.

Validation & Quality Assurance

•    Reconcile every output tab against every other related tab and against source documents before anything goes to a client or a payer – totals, transaction counts, and dollar figures must tie out exactly, with zero tolerance for unexplained variance between summary and detail views.

•    Spot-check contracted fees, UCR percentile placements, and reconciled totals against source fee schedules, bank statements, and clearinghouse files to confirm the application is reading and reconciling correctly.

•    Document every assumption, exclusion, and low-confidence flag in plain language so a non-technical reader understands what is and is not defensible.

•    Escalate any calculation, data, or reconciliation discrepancy to the Chief Architect promptly rather than working around it.

Minimum Candidate Qualifications

•    3-5 years of experience in accounting, FP&A, revenue cycle management, or financial/bank reconciliation, ideally spanning both clinical revenue (claims/payments) and cash/banking sides of the business.

•    Demonstrated experience reconciling multiple data sources against each other (e.g., bank to ledger, clearinghouse to PMS, sub-ledger to general ledger) and tracing discrepancies back to a specific root cause.

•    Solid working knowledge of general ledger structure, chart of accounts, and journal entry mechanics (debits/credits, revenue vs. contra-revenue accounts, accruals) sufficient to verify that reconciled totals post correctly.

•    Experience with QuickBooks or a similar small-business/mid-market accounting system, including reviewing or reconciling automated feeds and journal entry imports.

•    Strong Excel skills (pivot tables, lookups, variance analysis) and comfort working inside a structured internal application to run and interpret analyses – building software is not required.

•    Experience with, or strong aptitude for learning, dental/medical practice management and EHR systems, clearinghouse (835/837) transaction data, and merchant/bank deposit records.

•    Working understanding of payer contracts, CDT coding, and UCR (Usual, Customary, and Reasonable) fee benchmarking, or the ability to learn this quickly.

•    Willingness and ability to travel regularly to client sites for onboarding and readouts.

Minimum Interpersonal Qualifications

•    Methodical and detail-oriented – comfortable owning full-population reconciliation rather than sampling, and treats a discrepancy as something to run down to a specific, provable cause, not round past.

•    Naturally diagnostic thinker – comfortable mapping out multiple possible causes for a variance and systematically ruling them in or out using the data available.

•    Polished and patient; comfortable explaining reconciliation and payer variance findings to non-technical practice owners and office managers.

•    Clear written and verbal communicator, able to document root causes, assumptions, and open items so they are usable by both clients and internal leadership.

•    Learning-obsessed – picks up new application features and payer/data nuances quickly as the internal platform evolves, and translates that learning into concrete feedback for the Chief Architect.

$85,000 - $105,000 base, plus incentive bonus up to 10%, Medical, Dental, Vision, 401k with 50% match, unlimited PTO.

Equal Employment Opportunity Statement

• NDS does not discriminate against otherwise qualified applicants for any of its open job opportunities, specifically in regard to age, race, sex, sexual identity, religious belief, national origin, disability, veteran status, or any other status protected by applicable law.