What are the responsibilities and job description for the Accounts Receivable Analyst position at REPROTECH®?
Accounts Receivable Analyst - Job Description
Position Title: Accounts Receivable (AR) Analyst
Location: Plano, TX (Hybrid)
Job Status: Non-Exempt
Reports to: AR Manager
Date Prepared: 02/17/2026
For over 30 years, Reprotech has been the expert in long-term reproductive cryostorage. We are a trusted cryostorage facility that provides extended storage services to both IVF centers and oncology professionals. Operating across the United States, Reprotech maintains a substantial presence with five strategically located facilities, serving our valued patients and the network of esteemed reproductive laboratories with which we collaborate closely.
Position Summary
The Accounts Receivable Analyst role is essential in supporting the financial operations of a growing multi-site cryostorage company, with direct responsibility for billing execution, collections follow-up, and patient account reconciliation for assigned accounts. The ideal candidate should possess a solid understanding of billing practices, demonstrate excellent communication skills, and maintain a strong commitment to accuracy and timeliness while exemplifying the highest standards of customer service. This role requires flexibility and the ability to support additional AR and cross-functional responsibilities as business needs evolve.
Detailed Duties & Responsibilities
Billing & Collections
• Oversee the company’s third party, institutional account, and clinic billing processes.
• Review new invoice change requests, file claims, and follow up on denials.
• Prepare and generate patient statements/invoices and memos.
• Investigate and rectify billing errors.
• Coordinate with third-party mail services for statement distribution.
• Call clients regarding declined credit cards, missing payment methods, and past-due balances.
• Contact customers with accounts 30-60 days past due to notify them of outstanding balances, secure updated payment information when possible, and document all collection activity.
• Apply late fees and generate associated dunning letters.
Accounts Receivable
• Prepare account adjustment requests (discounts, write-offs, credit balance corrections) with supporting analysis for AR Manager approval.
• Apply payments (ACH, credit card, payment arrangements) in accordance with established procedures.
• Research payment declines and billing disputes; document findings and recommend resolution paths.
• Monitor AR aging and proactively follow up on past-due balances through courteous and professional communication.
• Maintain full visibility into assigned accounts by running AR aging reports, analyzing DSO, collections rate, unapplied cash, and aging buckets, and proactively driving follow-up activity to improve portfolio performance.
• Escalate aging accounts to leadership for next-level action or write-off evaluation.
Patient Account Management
• Prepare patient refund documentation for AR Manager approval prior to processing.
• Ensure that customer information (profiles, billing details) is correct in Acumatica.
• Check client records for anomalies: inactive clients with missing end dates; active clients with end dates; clients with no start date; check for active clients for alignment with inventory and scheduled invoice status.
• Convert accounts to autopay setup.
• Monitor credit card expirations and proactively update accounts to avoid declined charges.
Additional Duties and Responsibilities
• Provide exceptional customer service through phone and email communications, ensuring all sensitive financial and personal information is verified and handled responsibly.
• Foster cross-functional communication regarding billing, payments, adjustments, and follow-up procedures; and contribute to team cohesion by maintaining strong relationships with other departments within the company.
• Perform any other duties as assigned.
Reasonable accommodation may be given to qualified individuals with disabilities to perform the essential functions of the job.
Education/Experience
• Associate or bachelor’s degree in accounting, finance, or related field preferred.
• 2 years of prior experience in billing and/or collections.
• Experience working with Acumatica and/or Salesforce is a plus.
• Knowledge of billing, collection, cash application, documentation requirements, and compliance with HIPAA standards.
• Experience working with electronic billing systems and electronic medical record systems.
• Proficiency with Microsoft Office is expected.
• Duties require accurate and professional verbal and written communication skills.
• Ability to organize, prioritize and manage various work assignments and be an engaged member of a cooperative work environment.