Job Description

Accounts Receivable Manager

Spectrum staff provides support for many aspects of life for people with intellectual and developmental disabilities. Spectrum believes that people with developmental disabilities deserve every opportunity to live their best life, free of judgment. Spectrum Support helps people with developmental disabilities overcome the challenges they face, fight stigmas, and find new, exciting ways to live their life how they choose to.

In your role as the Accounts Receivable (AR) Manager, you are responsible for managing all revenue/receivables, primarily with our government funding partners (Developmental Disabilities Administration (DDA)/Centers for Medicare/Medicaid and Division of Rehabilitation Services (DORS), some private-pay or donation revenue. Cash flow is mission-critical because payroll for Direct Support Professionals (DSPs) and Employment staff is usually the largest expense and must be met even when state reimbursements are delayed. Your position's engagement with both the fiscal team and the program team is key to ensuring the integrity of our billing systems and its link to quality programming.

As the AR Manager, you will support our mission through four key activities:

1. Revenue billing: Generate and deliver accurate invoices/claims for services rendered each month. Bill 100% of the revenue earned in the correct period, accurately and timely.
2. Revenue tracking and reconciliation: Utilize internal and external systems (CIMS/LTSS/Quick Books) to ensure that each invoice/claim is paid through internal reconciliation processes. Cross check for both initial and ongoing non-payments/over-payments consistently.
3. Fiscal Integrity: Follow the generally accepted accounting principles (GAAP) by emphasizing accountability and efficiency to ensure Spectrum's billing is supported by documentation which meets internal quality standards and external requirements of funding partners.
4. Waiver processing: Work with the program team to ensure people with IDD have an active waiver or that the waiver renewal process is being worked through timely and accurately to minimize any lost revenue.

The AR Manager will oversee all aspects of Spectrum's billing and the reconciliation of the payments each month.

You will oversee billing and claims submission to the state DDA system (e.g. CIMS, LTSS) and invoicing submissions to the state DORS portal.

You will ensure service documentation from Directors is complete, and submitted on time (authorizations, progress notes, attendance logs, goal tracking) so claims are not denied.

You will reconcile DDA payments against authorized units/hours and follow up on denied or underpaid claims.

You will track and bill one-time payments (employment milestones; nursing; transportation and behavioral plans and assessments) monthly.

You will track and bill self-directed invoices monthly.

You will review monthly Representative Payee accounts for accuracy and enter the expenses into the Spectrum QuickBooks system.

You will review the waiver status of people each month, provide any support needed to help with waiver renewals and work directly with program directors to support the resolution of any loss of waiver status to minimize any lost revenue.

You will track Divvy reviews and completions each month for all staff to ensure that account allocations are up-to-date and accurate and that appropriate action is taken for missing or incomplete information.

You will run aging reports specifically for receivables in QuickBooks and run LTSS reports to upload into CIMS for reconciliation each month.

You will work closely with the Program Directors/Managers to resolve documentation errors that cause claim denials.

You will report ongoing concerns with individual staff and/or overall patterns and system problems which prevent compliance with external billing requirements and internal system procedures.

You will assist with annual audits as needed.

You will maintain compliance with HIPAA when handling client billing data.

You will manage small grants or donation receivables and reporting as needed.

Position Requirements and Skills:

• Documentation: The ability to use technology to manage fiscal responsibilities in a timely manner.
• Dependability and punctuality: Essential employee who is responsible for facilitating billing operations, including anticipating and planning for any barriers which could negatively impact the timely completion of work. Being accountable to deadlines, commitments and overall work expectations is critical to establishing trust. Being consistently available/responsive to fiscal staff and leadership will aid in meeting both individual and operational needs.
• Time Management/Organizational: Ability to remain organized; Managing need to pivot from task to task, while identifying priorities as necessary and completing work timely.
• Attentiveness: Responsive and detail-oriented to ensure invoices/claims are paid timely, accurately and in compliance with laws and regulations.
• Interpersonal skills and a strong sense of teamwork: Ability to effectively communicate via phone and email with all levels of staff, all types of external contacts and people with disabilities to ensure that all duties are completed accurately and delivered with high quality and in a timely manner.
• Sound Judgment/Confidentiality: Having moral principles, character, and honesty. Maintaining the highest level of confidentiality across the company is critical. Being aware of HIPAA requirements and helping to enforce them.
• Sense of Compassion: The ability to "walk in another person's shoes" allows staff to engage in actions that benefit other people.
• Advocacy: In partnership with the program directors, the manager advocates for the most beneficial governmental support so that individuals have the program resources they need.
• Professionalism: Maintaining a professional atmosphere by modeling positive behavior which includes but is not limited to being on time, dressing appropriately, addressing others with respect and meeting deadlines is necessary.
• Communication: It is the manager's responsibility to make leadership aware of issues in the workplace. It is critical to address issues promptly and transparently, in a respectful and professional manner, while reminding employees of the company policy and why it is important. Ability to collaborate with non-financial staff at all levels to train/retrain staff and to get documentation fixed quickly. Ability to explain complex billing rules to program staff/management who are hired to focus on supporting clients.
• Critical Thinking/Problem Solving: When issues arise, it is the associate's responsibility to address them, so the problem does not interrupt the smooth operation of the agency. Following incidents, by debriefing, management can learn from situations and make changes to prevent repeat occurrences.
• Financial/Program Integrity: Using agency monitoring systems will ensure standards are met in order to monitor staff work and documentation with the necessary care to prevent fraud, waste and abuse from taking place.
• Culture of Integrity: Actions and decisions should be based on sound and ethical principles to uphold Spectrum's values and promote a culture of integrity. Following through on commitments, while acknowledging missed deadlines or mistakes and learning from them is key to success. Sound judgment, dependability and honesty demonstrate commitment to Spectrum's mission.
• Health and Safety: Proactively managing potential threats to health and safety by identifying, prioritizing and controlling workplace safety issues quickly will prevent/minimize issues. Reporting incidents/encouraging the reporting of incidents, investigating root causes and assigning or following through on corrective actions as needed ensures health and safety remains a priority.

Qualifications:

• Education: AA degree preferred. High School degree or GED is required.
• Experience: Previous experience in a relevant field is a strong advantage.
• Technology Skills: Must have systems access skills, Excellent knowledge of MS Office, including Word, Excel, and PowerPoint. Required to become proficient in Excel and QuickBooks Online within 2 years of accepting the position
• Communication Skills: Strong written and verbal English skills

Physical Requirements: N/A

Prerequisites:

• Valid driver's license: with no more than 2 points.
• Two employment recommendations.
• Ability to pass background check and List of Excluded Individuals and Entities (LEIE) check.

Job Classification: Exempt

Supervision:

Supervised by: Executive Director/Director of Finance

Location: Frederick MD and/or Windsor Mill, MD.

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