Collection Specialist

About the Role

We are looking for a detail-oriented and organized Collection Specialist to support our accounting and finance operations. This role is ideal for someone with hands-on experience in QuickBooks, invoicing, and accounts receivable collections, who is comfortable managing financial records while communicating professionally with customers and vendors.

In addition to maintaining accurate financial records, you will assist with billing, collections, reconciliations, and other administrative accounting tasks.

Core Billing & Invoicing Duties

• Create QuickBooks invoices — Generate accurate weekly and monthly invoices for home health agency clients based on therapist visits, units, and contracted rates.

• Verify billing accuracy — Review visit logs, therapist timesheets, and authorization limits before invoicing.

• Apply payments in QuickBooks — Record agency payments, ACH deposits, and checks to ensure accounts are up to date.

• Reconcile accounts — Match payments to invoices, resolve discrepancies, and maintain clean A/R aging reports.

Accounts Receivable Management

• Monitor aging reports — Track outstanding balances and identify overdue invoices (30, 45, 60, 90+ days).

• Maintain receivables dashboard — Update weekly A/R status for management, including total outstanding, overdue, and collected amounts.

• Track agency payment patterns — Identify slow-paying agencies and escalate issues early.

Collections & Follow-Up

• Send payment reminders — Email or call agencies regarding upcoming or overdue payments.

• Resolve billing disputes — Work with schedulers, therapists, and agency contacts to correct rejected claims or missing documentation.

• Negotiate payment arrangements — Coordinate payment plans for agencies with recurring delays.

• Document collection activity — Maintain logs of calls, email s, and follow-ups for compliance and audit purposes.

Coordination With Internal Teams

• Collaborate with scheduling team — Ensure billed visits match scheduled visits and therapist documentation.

• Communicate with therapists — Request missing notes, signatures, or corrections needed for billing.

• Support management reporting — Provide weekly cash flow updates and receivables summaries.

Technology & Tools

• Use QuickBooks Online — Manage invoicing, payments, and A/R reports.

• Use CRM or billing trackers — Update spreadsheets or CRM tools for receivables tracking.

• Use secure communication tools — Email , portals, and messaging systems for agency communication.