Administrative - Clerk 1

Description: Overall, Job Expectation The Level 1 Cash Posting Specialist is responsible for the accurate and timely processing, scanning, and posting of revenue-related payments and documentation across multiple entities. Scanning & Document Management Scan correspondence, EOBs, zero-dollar EOBs, and insurance documentation into appropriate folders (RevCycle, Extra EOB, R1, etc).

Description:

• Overall, Job Expectation The Level 1 Cash Posting Specialist is responsible for the accurate and timely processing, scanning, and posting of revenue-related payments and documentation across multiple entities.
• This role supports Treasury, and Revenue Cycle operations by ensuring all financial documents are properly received, processed, posted, indexed, routed, and stored in compliance with organizational policies and regulatory standards.

Primary Responsibilities:

• Cash Posting & Transaction Processing
• Accurately post payments (paper batches and 835s) according to established cash posting procedures and payer rules.
• Ensure transactions are posted timely to meet daily and monthly processing targets.
• Follow Standard Operating Procedures (SOPs) and escalate items that fall outside defined guidelines.
• Maintain accurate documentation and system notes to support audit and follow-up activities.
• Assist in reducing unapplied cash by following proper posting and reconciliation steps.
• Ensure all batches are labeled according to Kodiak reconciliation guidelines. " Verify that batches are successfully posted before marking them complete in T24
• Pull EOBs as needed to support posting, reconciliation, or follow-up activities.

Mailroom & Revenue Intake Operations

• Perform daily mail pickups and deliveries for Treasury and Revenue Cycle departments across multiple floors.
• Open, slice, and sort mail by entity, document type, and payment category.
• Prepare interoffice and outgoing mail for next-day delivery.
• Ensure mail is processed within same-day or next-business-day SLAs. Expectation: No misplaced, delayed, or mishandled mail.

Payment & Financial Document Processing

• Scan and route:
  • Patient payments o Insurance payments
  • Credit card documentation o Refunds and non-PSH payments
• Ensure documents are scanned to the correct folders, lockboxes, and entities.
• Handle multiple entities simultaneously, including but not limited to: HMC, HSH, LMC, CMG, Hampden, LIFE LION, SJMG, SJMC, SJRHN, HPG, PPI.
• Forward deposited scans to designated storage personnel. Expectation: 100% accuracy in entity assignment, routing, and lockbox numbers.

Scanning & Document Management

• Scan correspondence, EOBs, zero-dollar EOBs, and insurance documentation into appropriate folders (RevCycle, Extra EOB, R1, etc).
• Separate documentation correctly (e.g., WKC vs AUTO, Zero EOBs vs standard EOBs).
• Maintain image quality, indexing accuracy, and naming conventions. Expectation: Error-free, readable, system-compliant documentation.

Quality & Accuracy

• Meet accuracy and productivity standards established by Cash Posting leadership.
• Review work carefully to prevent posting errors, duplication, or incorrect adjustments.
• Promptly report posting discrepancies, system issues, or payer anomalies.

Compliance & Risk Awareness

• Comply with all organizational policies, payer requirements, and regulatory standards.
• Protect confidential patient and financial information at all times.
• Follow internal controls to reduce financial risk and maintain audit readiness. " Maintain secure handling of checks and credit card data.

Receivable Owner (RO) & Cash Management Collaboration

• Communicate with the Cash Management Team to ensure alignment and timely resolution.
• Verify Receivable Owner (RO) accuracy.
  • Submit RO change requests as Non-Patient (NP) when required.
  • Include all supporting documentation with requests.

Special Projects

• Participate in special projects supporting departmental goals and process improvements.
• Assist with data gathering, validation, testing, and cleanup efforts.
• Support system enhancements and workflow testing under supervisor guidance.
• Identify inefficiencies, recurring errors, and process gaps, and communicate findings to leadership.
• Document project steps and outcomes when requested.

Coverage, Support & Teamwork

• Provide coverage to ensure uninterrupted cash posting operations.
• Participate in cross-training to expand skillsets and team flexibility.
• Support peers and departmental goals through collaboration and professionalism.
• Support workroom operations as assigned.

Professional Accountability & Communication

• Demonstrate professionalism, reliability, and teamwork at all times.
• Communicate clearly regarding workload status, availability, or challenges.
• Take ownership of assigned tasks and meet established deadlines.
• Plan time off responsibly and follow PTO procedures.
• Proactively seek guidance or training when unsure of task requirements.
• Communicate promptly if unable to assign or complete tasks especially near month-end so work can be reassigned.

Performance Measures

• Accuracy of posting, scanning, and routing
• Timeliness of mail intake and payment processing
• Compliance with confidentiality and financial controls
• Reduction in rework, misroutes, and posting delays
• Reliability in multi-entity processing