Clerk 3

Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $17.65 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

Working under general direction, the Auditing Clerk will support the financial administration of patient accounts for the School of Dental Medicine including accounts in clinics for the DMD program and the seven postgraduate clinics. The auditing clerk will process charges and payments to patient accounts and input data that correlates to student grades and credit for treatment. The auditing clerk will serve as a resource person for students completing necessary paperwork and following proper clinical protocol procedures.

ESSENTIAL FUNCTIONS

• Post payments and charges to patient accounts using axiUm (dental software). Collect and post payments (cash, check, MasterCard and Visa). Verify and enter payment information from cash slips. Verify that information in treatment plan is correct for correct fees, department, and type of treatment. (80%)
• Take and address messages or direct calls to the appropriate person. Open mail and distribute it to personnel within the department. Prepare and process daily deposit. (6%)

NONESSENTIAL FUNCTIONS

• Work with the accounting clerk 3 and department supervisor to coordinate paperwork for Ohio Medicaid and their agencies. Assist with the preparation of paperwork and cash slips to ensure payment. (4%)
• Review patient accounts for financial accuracy before the student¿s complete treatment. Verify that the patient, student, and instructor have approved treatment plans in charts. Verify accuracy of data for patient records and monthly clinical financial reports. Process student procedure sheets by indicating payment in full has been made or that a payment schedule has been established, to provide student credit for treatment. (2%)
• Process charges for second and third party billing. Create new patient account data for billing purposes for non-school patients. Assist in maintaining daily, monthly and yearly financial records for clinic income. Assist in the implementation and documentation of accounting policy and procedures. (3%)
• Verify Case Western Reserve University student health insurance and university dental benefit insurance coverage. Calculate discounts for the plan. Process files and paperwork to identify plan and information for reports. Assist the insurance specialist clerk 3 and supervisor in coordinating the filing of insurance claims for third party payers, Ohio Medicaid, Care Source, Bureau of Workman¿s Compensation, and private pay. (2%)
• Assist in auditing patient accounts. Assist students and patients in resolving procedure, charge and/or payment conflicts. Submit all recommended adjustments for charges to supervisor for approval as necessary. Request and return patient charts from graduate and postgraduate clinics for data and financial auditing through axiUm. Review charts and balance with axiUm financials for patient close out. Notify student/department that the chart cannot be closed out until balance is reconciled with chart. Process delinquency notices to patient whose treatment is completed but not paid in full. Follow up on monthly notices and report to supervisor when outstanding amount or period exceeds established policy for submission to outside collection agency. (3%)
• Perform other duties as assigned. (<1%)

CONTACTS

Department: Daily contact with faculty, fellows, patient care coordinators and staff in all departments within the School of Dental Medicine to maintain workflow.

University: Limited or no contact expected.

External: Regular contact with patients, banks, dental labs, Ohio Department of Human Services, Doral and many other social service agencies during the course of performing daily job duties.

Students: Daily contact with graduate and postgraduate students to serve as a resource on following proper clinical protocol procedures.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees.

QUALIFICATIONS

Experience: 2 or more years of work experience in general office or customer service field with some cash handling experience required. Experience with medical data entry, Excel and Microsoft Office in a network environment is required. Experience with American Dental Association and Ohio Medicaid codes preferred. Accounting experience and/or working knowledge of dental terminology are preferred.

Education: High school education required.

REQUIRED SKILLS

• Must have good communication, organizational and problem solving skills.
• Understand the importance of, enforces and practices confidentiality.
• Self-starter with ability to work with minimal supervision.
• Knowledge of third party and Medicaid reimbursement procedures.
• Understanding of insurance forms.
• Ability to manage multiple tasks, deadlines, and work well under pressure.
• Ability to keep a positive attitude when working with difficult situations.
• Data entry, proficiency with Microsoft Word and Excel.
• Knowledge of dental practice management software.
• Must exhibit honesty, integrity, and confidentiality.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to interact effectively with colleagues, supervisors and customers face to face.
• Ability to meet consistent attendance.

WORKING CONDITIONS

This position has contact with patients. Hep. B inoculation, TB testing (annually), blood borne pathogens/OSHA training required.

EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

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