Billing Clerk - Meals On Wheels

POSITION OVERVIEW:

The LMOW Billing Clerk is primarily responsible for the department’s data and billing. The LMOW Billing Clerk ensures customers’ data is complete, accurate, timely entered, and effectively communicated so the team has the information needed to deliver services efficiently. The LMOW Billing Clerk reconciles billable services to determine the amount owed for the services provided, then generates invoices, enters information into online portals, and/or completes other documentation to facilitate payment, maintains service standards, and stays up-to-date on information and resources. The LMOW Billing Clerk supports the mission, vision and values of the organization and demonstrates Lanakila Pacific’s values of teamwork, excellence, achievement and motivation in all personal interactions and exemplifies Lanakila’s STAR service standards.

ESSENTIAL DUTIES & RESPONSIBILITIES:

DATA ENTRY

• Checks daily for new authorizations for services. Review’s authorizations and reassessment forms for completeness and follows up on any missing information needed to create a customer profile and start a service. For services that have eligibility criteria, verify the eligibility criteria is met.

• Timely and accurately creates and edits records in the program’s database, files, and tools. Files all forms accurately.

• Records and maintains service units (e.g., meals, nutrition education, recreation, etc.) including missed services, redeliveries, holds and terminations. Enters thorough case notes to document updates in services and to explain any anomalies. Enters other required information into customer’s record.

· With a high degree of customer service, communicates starts, changes in service, and service terminations to the customer and/or family, service coordinator, funder, and teammates.

· Assists customers who have a question or issues with their service. Follows through with the issue and seeks to resolve the issue to all parties’ satisfaction. Notifies Manager when additional services or follow up is needed. Communicates resolution to customer and documents in customer’s records.

• Ensures forms uniformly match data in Excel, ServTracker and program records by verifying the data. Responsible for proofing program data and ensuring data is 100% accurate. Responsible for creating protocols, systems, and tools to double check and verify the data.
• Protects the security and confidentiality of all data and records.

BILLING

• Organizes data and prepares monthly, quarterly, annual reports and any required special reports for performance measuments, billing, and as requested.
• Receive and record all payments.
• Initiate charges for monthly and one-time out of pocket payments via invoicing, portal processing, hand held charger, credit/debit, check, SNAP, etc.
• Reconciliation of amount owed versus amount received. Any changes in meal amounts mid cycle will need to be adjusted up or down and billed on the next invoice accordingly.
• Follows up on missing/late payments to resolution.
• Reviews data and prepares invoices and any support documents needed to request payment.
• Submits for payment according to the funding agency’s protocol and requirements including by mail and using online portals.

OTHER DUTIES:

· Provides and/or assist with staff training and technical assistance in the use of program data, reports, and ServTracker.

· Provides back-up administrative support answering phones, record keeping assignments, photocopying, and other clerical functions including bulk mailing.

· Provides back-up support for the Lanakila Meals on Wheels department day-to-day operations and special projects/events as needed.

· Follows all safety procedure and practices.

· Follows established work rules, standards of conduct, policies, procedures and practices.

· Performs other related business duties as assigned.

· Completes mandatory training and attends required meetings.

· Demonstrates the ability to work with confidential information and comply with established policies, procedures, and practices.

· Demonstrates a willingness to gain and possess thorough knowledge of Lanakila Pacific’s programs and seeks ongoing educational opportunities related to the position.

WORKING CONDITIONS/HOURS:

• Indoor, office setting, production areas including inside walk-in reefer/freezer,outdoors; may need to do deliveries, travel to other program sites, meeting sites, etc., as required.
• Scheduled to work 5 days a week. Monday to Friday, normal business hours 6:30 am – 3:00 am. May be required to work outside of normal business hours, including weekends and holidays to meet operational needs and contract requirements.

EQUIPMENT USE:

· Intermediate to advanced proficiency in MS Office suite and related software and using a database. Highly proficient in Microsoft Excel required.

• Other standard office equipment, i.e., copier, 10-key.

· Company vehicle.

MINIMUM QUALIFICATIONS:

REQUIRED:

· Education: High School diploma or Certificate of Completion or equivalent.

· Work Experience: Two years similar work experience, including working knowledge of accounts receivable, invoicing, computerized billing, and processing payments.

· Clearance/Certification: 1) TB clearance, 2) Criminal background check, 3) Pre-employment drug testing, 4) Child Protective Services/Adult Protective background check, 5) CPR/First Aid Certification, Department of Health Food Handlers Safety (Obtain on the job), 6) Valid driver’s license and clean driver’s abstract.

PREFERRED:

· Education: College level courses in Bookkeeping and/or Accounting or an Associate’s Degree in Accounting.

· Experience: Previous work experience in a human services program or direct customer service serving the elderly and/or disabled; previous work experience in data entry/management.

MENTAL DEMANDS:

· Ability to work in a fast-paced environment.

· Ability to deal with difficult people or situations.

• Ability to plan and organize tasks and possess sufficient flexibility to respond to changing situations; requires ability to continuously repeat instructions and remaining calm.

· Uses considerable initiative and exercises good judgment.

• Ability to multi-task and work under minimal supervision.

· Ability to work under tight deadlines and pressure.

· Ability to work with a diverse group of people and at times under difficult situations.

· Ability to maintain cooperative and productive working relationships.

PHYSICAL REQUIREMENTS:

Frequently = F Occasionally = O Seldom = S Rarely = R

F Lifting/Carrying below 30 lbs. F Talking R Lifting/Carrying 31 – 50 lbs. F Hearing R Lifting/Carrying above 50 lbs. R Travel R Pushing/Pulling up to 50 lbs. F Seeing (able to clearly see 20 feet or more)

R Bending, Squatting, Kneeling, Lifting Overhead F Color Vision F Climbing (ascending/descending)

R Night Vision (work at night with use of lighting) F Feeling (keyboard, perceiving attributes i.e., size, shape, temperature, texture)

Job Type: Full-time

Pay: $18.34 - $19.62 per hour

Benefits:

• Life insurance
• Paid time off
• Dental insurance
• Health insurance
• 401(k)
• Vision insurance

Physical setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday
• Day shift

Education:

• High school or equivalent (Required)

Experience:

• Accounts receivable: 2 years (Required)

Work Location: One location