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Job Title: Billing - Accounting Associate A/P
Department: Administration
Reports to: Executive Director
Next Review Date: 03/2016
Job Description Details
Statement of Position/Position Summary
This position will provide accounting and financial support services for Seasons Hospice. This position is primarily responsible for accounts payable, bank reconciliation and maintaining the general ledger. This position will serve as a back up to accounts receivable, insurance billing and payroll processing.
Qualifications and Education requirements
  • Associate degree in accounting, finance, business management, or related field preferred.
  • Minimum of five years of general accounting experience required; A/P experience preferred.
  • Previous experience with accounting software; including QuickBooks.
  • Working knowledge of Generally Accepted Accounting Principles (GAAP).
  • Proficient in Excel and a working knowledge of other Microsoft programs required.
  • Must be able to work independently, possess strong written and verbal communication skills.
  • Valid MN Drivers License and daily access to a reliable and insured vehicle.
  • Belief in the hospice concept.
Position Role and Responsibilities
  • Perform the day to day processing of accounts payable transactions to ensure that finances are maintained in an effective, up to date and accurate manner.
  • Oversee accounts payable record keeping, supervision and recording of amounts due, verification of invoices, and calculation of discounts.
  • Process and monitor payments and expenditures in an effective and efficient manner to ensure that municipal finances are accurate and up to date and that vendors and suppliers are paid within established time limits.
  • Receive and review invoices from vendors and process checks or electronic payments to send to vendors.
  • Prepare balance sheet, cash flow analysis, profit and loss financial statements and budget reports for E.D. and Board of Directors.
  • Record financial transactions as appropriate in the general ledger.
  • Collect data for budgeting and cost management.
  • Assist with annual budget development.
  • Develop and maintain a database for tracking agency statistics.
  • Assist accountant with audit and tax preparation, including data collection and reporting.
  • Investigate and follow up on all outstanding aged accounts.
  • Responsible for time log calculations and payroll processing.
  • Responsible for office supply management and various other duties that fall within the category of office management tasks.
  • Responsible for processing, tracking and the follow up of donations made to Seasons Hospice.
  • Back up responsibility: Prepare all Medicare, Medical Assistance, and private insurance charts for billing.
  • Back up responsibility: Responsible for timely and accurate filing and billing of all patient information billing, invoices and insurance claims. This includes verification of all visits as being lawfully billable, preparation of all applicable forms, insurance verification and filing, claims follow-up and patient billing account reconciliation.
  • Back up responsibility: Bill private insurance companies for bills denied by Medicare due to secondary insurance.
  • Back up responsibility: Determine and bill private pay patients.
  • Back up responsibility: Process verifications and authorizations for private insurance and Medicaid patients.
Agency Expectations
  • Adhere to all Seasons Hospice policies and procedures.
  • Maintain absolute confidentiality of all information pertaining to patients, families, and staff and adhere to all HIPAA rules.
  • Display a positive and professional image and attitude in all relationships with patients, families, peers and in the community.
  • Serve as an ambassador for Seasons Hospice at all times.
  • Provide verbal and written performance evaluations for assigned staff members, including peer and self evaluation.
  • Demonstrate ongoing responsibility for self education.
  • Assume responsibility for the promotion of the hospice concept in the community and with other agencies and professionals.
  • Participate in the Quality Assessment Performance Improvement Program (QAPI), as requested.
  • Maintains patient and personal safety regarding occupational health and safety.
  • Participate in safety program, as requested:
    • Participate in employee job safety analysis to eliminate hazards and prevent accidents.
    • Cooperate to investigate employee injuries.
    • Promote and support safety awareness and implement safety operations.
    • Encourage staff to make suggestions on safety practices.
  • Participate in orientation of new employees.
  • Participate in volunteer orientations, training and education as requested.
  • Participate in orientation and supervision for students seeking experience in hospice care. Attend regularly scheduled department meetings and agency meetings.
  • Perform other related duties as assigned.
ADA Requirements (essential functions)
Physical Requirements
Sitting 5 - 8 hours/day
Standing 0.5 - 1 hours/day
Walking 1 - 2 hours/day
Reaching 0.5 hours/day – 8 ft., higher or lower
Use of telephone 1 - 2 hours/day
Working under pressure 3 – 4 hours/day
Working rapidly for long periods 1 - 2 hours/day
Use of keyboard/computer, printer, fax, copier 4 – 5 hours/day
Position requires close work; finger dexterity; adequate hearing and vision (with or without correction).
May occasionally work longer than 8 hours/day.
Cognitive or Mental Requirements
The following cognitive or mental requirements are necessary on a daily basis:
  • Critical thinking
  • Reading
  • Writing
  • Mathematics
  • Drawing conclusions from written or computer generated materials
  • Analyzing data or report information
  • Creating methodologies for accomplishing a goal
  • Conducting research
  • Implementing recommendations by coordinating persons and/or other resources
  • Developing plans, procedures, goals, strategies, or processes
  • Directing activities of others to accomplish a goal
  • Clear verbal articulation
Working Environment
  • Indoors, at a desk or in a vehicle for majority of the day
  • Travel required; will require transportation to get to various work sites
This job description is only a summary and is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by the employee. This document is subject to change at any time.
Created by: Michelle Donahue – Director of Human Resources Date: March 2015
Approved by: Beverly Haynes – Executive Director Date: March 2015