Accounts Receivable Coordinator

Job Summary: The AR Coordinator is responsible for managing the full accounts receivable lifecycle while serving as the primary point of contact for clients regarding account status, retainers, and overdue balances. This role enforces AR rules and controls, ensures timely collections, maintains accurate financial records, and partners closely with Finance, Client Services, Sales, and Leadership to protect revenue while preserving strong client relationships.

Essential Duties:

Collections & Aging Management

• Execute the full collections outreach cycle for all accounts, including proactive contact, follow-up calls, email correspondence, and formal demand communications.
• Conduct daily monitoring of the AR aging report and identify accounts approaching or exceeding 30, 60, and 90 day thresholds.
• Maintain a prioritized collections queue based on risk, aging, and payment history.

Retainer Compliance & Account Readiness

• Track retainer requirements by product type and engagement.
• Monitor retainer payment status and coordinate with Finance to confirm receipt and clearance.
• Verify retainer compliance prior to authorizing product release.
• Issue retainer replenishment requests when balances are depleted.
• Communicate retainer status and compliance updates to Client Services.

Account Hold & Release Management (Past-Due Balances)

• Monitor all accounts with invoices exceeding 90 days past due.
• Coordinate with Finance to confirm aging accuracy and validate that no unapplied payments exist.
• Flag non-compliant accounts for product release holds.
• Communicate hold status to clients, Client Services, and Sales.
• Monitor for payment, coordinate confirmation with Finance, and approve hold release upon verified payment or leadership approval.

Scheduling Clearance & Financial Compliance

• Receive and review scheduling clearance requests.
• Identify clients with outstanding balances subject to scheduling restrictions.
• Communicate scheduling holds to clients, Client Services, and Sales.
• Monitor for payment, coordinate confirmation with Finance, and approve scheduling once payment or approval is confirmed.

Statements, Disputes & Adjustments

• Prepare and distribute weekly client account statements.
• Investigate and resolve billing disputes in coordination with Client Services and Sales.
• Document all dispute activity, identify root causes, and recommend corrective actions.
• Prepare credit memo and adjustment requests resulting from dispute resolutions or billing corrections and submit for leadership approval and Finance processing.

Client Communication & Relationship Management

• Serve as the primary day-to-day point of contact for clients regarding overdue accounts.
• Maintain professional, firm, and solution-oriented communication while balancing collection goals with relationship preservation.
• Track and enforce payment plan agreements and escalate non-compliance to Leadership as needed.

Documentation, Reporting & Record Maintenance

• Maintain detailed system notes for all collection activity, client communications, promises to pay, dispute details, and hold/release actions.
• Prepare supporting documentation for potential bad debt or write-off recommendations.
• Ensure all client billing records, correspondence, retainer documentation, and account notes are accurate, complete, and properly maintained.
• Prepare and support AR reporting related to billing volume, retainer status, invoice aging, and hold/release activity.

Finance Coordination

• Communicate with Finance/Accounting to verify payment status when clients report payments made.
• Request expedited payment confirmation for time-sensitive product or scheduling holds.

Key Metrics Owned

• Collection Effectiveness Index (CEI)
• Reduction in 90 day balances
• Number of meaningful collection contacts per week
• Dispute resolution cycle time
• Promise-to-pay kept rate
• Retainer compliance rate (target: 100%)
• Average days from retainer invoice to confirmed payment
• Statement distribution timeliness

Requisite Qualifications:

• Associate’s or Bachelor’s degree in Business, Communications, Finance, or a related field.
• 3–5 years of experience in collections, accounts receivable, or client account management.
• Strong negotiation and conflict resolution skills.
• Excellent verbal and written communication skills.
• Detail-oriented with strong organizational and time-management skills.
• Experience managing AR aging and working within billing or financial systems.
• Professional demeanor with the ability to manage difficult conversations with empathy and firmness.
• Client-service mindset with the ability to balance revenue protection and relationship preservation.
• Proven ability to coordinate effectively across departments, particularly with Finance and Accounting.

Work Schedule:

• 5 days/40-hour minimum, with some after-hours as needed.
• Monday – Friday | 8:30am – 5:30pm
• Overtime may be required for strategic initiatives, leadership meetings, or peak case volume periods.

Work Environment:

Physician Life Care Planning, LLC is an equal opportunity employer. We provide reasonable accommodation to qualified individuals with disabilities to perform essential job functions.

Confidentiality:

AR Coordinators must comply with all Federal HIPAA laws and regulations. Confidentiality Agreements will be signed and upheld as part of employment.