Generic Job Description
Account Assistant IV
Grade D
Representative Duties:
- Serves as a principal source of information on rules and procedures governing University accounts receivable.
- Oversees and instructs support staff.
- Oversees maintenance of account files, ensuring accuracy and completeness. Reviews payment histories. Resolves problem and delinquent accounts with supervisor and collection agency.
- Assists with final review and disposition of problem accounts.
- Recommends and implements changes to systems and operating procedures.
- Composes form letters and correspondence used in accounts receivable activities.
- Researches individual accounts. Summarizes findings in reports.
- Completes and processes forms.
- Performs clerical functions incidental to account activity.
Family: Accounting/Financial
Job Code: 503 Date: 2/89
The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary form incumbent to incumbent in the job title.
Yale
University Clerical and Technical Job Description
Job: 503 Account Assistant IV Grade
D
Required Knowledge:
- Specialized college-level coursework; detailed but narrow knowledge in one or several work-related areas; substantial knowledge of broader field of learning.
- Broader knowledge of business, accounting, or commercial procedures.
- Working knowledge of University organizational policies and procedures generally; detailed knowledge of one or several narrow areas of University rules or procedures.
Required Skills:
- Extracts and compiles a range of data from written sources, from individuals by asking questions, or from one or several given databases, limited interpretation of data.
- Uses a dictionary.
- Classifies material for filing; use of straightforward or complex filing systems.
- Screens complex, technical, or specialized literature for referral.
- Composes and proofreads routine formal letters or memoranda for internal or external circulation.
- Regular, skilled use of more complex machines, including work processors or personal computers.
Office and Administrative Skills:
- Keyboards materials that regularly include medical or legal terminology or foreign languages.
- Merges, edits, and manipulates data on a personal computer to generate complex reports.
- Schedules and coordinates appointments.
- Advises, screens, and refers callers and visitors.
Experience, Education, and Formal Training:
- Four years of related work experience, two of them in the same job family at the next lower level, and high school level education; or two years of related work experience and an Associate degree, or an equivalent combination of experience and education.
Complexity and Organization:
- Wide variety of complicated job tasks requiring coordinating numerous processes/methods.
- Primary responsibility of job is to coordinate and organize the work of others.
Interpersonal Relations:
- Ongoing involvement outside the immediate unit.
- Offers or obtains specialized information and provides assistance on complex matters.
- Officially represents someone, whether a supervisor, faculty member, or the University.
Supervisory Guidelines:
- Work is subject to general review on an occasional basis.
- Incumbent plans and schedules own work and/or work of others based on the understanding of broadly defined objectives and priorities, supervisor reviews work after completion.
- Instruction provided only in new situations, methods, procedures that are not clearly related to existing tasks and duties.
Independent Judgment
- Established procedures/policies govern many work situations.
- Occasional exercises of independent judgment or initiative.
- Problems solved by choosing solutions from among several alternatives that are not necessarily governed by established procedures.
Leadership Responsibility
- Often provides work guidance, instruction or orientation of others.
- Distribution and monitoring of work is primary responsibility.
Impact and Consequence of Error
- Work has significant impact both on more than one department and outside the University.
- Errors are difficult to recognize and correct and can cause considerable harm or financial loss to individuals, departments, and the University, or to other individuals and groups.
Working Conditions
- Very little possibility of safety risks.
- Occasional conflicting demands, time, pressures, deadlines, or emergencies.
- Regular sustained concentration.
- Some physical effort or dexterity.
Example 1
Account Assistant
IV (503)
Salary: D
General Purpose:
Under general
direction and supervision, evaluate report documentation, coding processes,
and third party reimbursement for the department. Resolve ongoing problems
in billing and reimbursement. Process remedial
actions and provide pre-billing quality controls.
Essential Duties of the Position:
- Work in concert with third party billing agency to resolve rejected claims, especially due to medical necessity and pre-certification issues. Investigate and resolve non-routine billing problems with patients, third party payers, and federal/state agencies.
- Perform quality control procedures for pre-billed radiology reports. Review for missing documentation and follow-up with attending doctors, fellows, and residents. Initiate and follow through with corrective action.
- Review billing, payment, and denial information utilizing a number of electronic databases including IDXRad, SDK, MDIV, and IDXBAR. Identify potential reason(s) for payment denial. Initiate and follow through with appropriate remedial action.
- Create working spreadsheets and maintain computerized databases. Record and report results of billing and payment data review. Create and maintain office filing systems.
- Serve as backup to the department's credentialing coordinator.
- Serve as resource for faculty, fellows, and residents for billing and coding information and problem resolution.
- Provide instruction to faculty, fellows, and residents regarding report documentation with ongoing education as to appropriate documentation requirements.
- Interact with internal contacts such as department heads, managers, and staff from clinical departments, PFS, PFAS.
- Interact with external contacts such as third party billing vendor, provider representatives from insurance companies, and collection agencies.
- Work with internal and external staff on team projects as assigned or appropriate.
- Compose memos, correspondence, and forms. Review outgoing material for completeness, accuracy, dates, and signature. Assemble attachments.
Education and Training:
- Four years of related work experience within the healthcare management field with two of them at the next lower level and a high school level education; or an Associate degree and two years of related work experience; or the equivalent combination of experience and education.
Skills and Abilities:
- Proficiency with electronic data entry and retrieval, electronic mail, and web-based applications.
- Proficiency with Microsoft Office applications.
- Excellent interpersonal, verbal, and written communication skills.
- Strong problem solving skills.
- Demonstrated ability to work independently and to organize and prioritize work.
- Experience with ICD-9 and CPT4 coding systems and medical terminology.
- Working knowledge of insurance company/payer billing and reimbursement policies and procedures.
Example 2
Account Assistant
IV (503)
General Purpose:
Working under
the direction of the Manager, this position is responsible for receiving
and crediting payments, preparing and accounting for refunds to students,
and responding to inquiries from students, parents, and other members
of the university community.
Essential duties:
- Oversee activities of other cashiers.
- Serve as resource to other cashiers; provide answers to financial, technical, policy and procedural questions; consult on problem inquiries, etc.
- Be prepared to assume full managerial responsibility of Section in absence of Manager.
- Send electronic file of checks issued each day to the bank and verify bank’s confirmation response email to Brio report; make adjustments as required.
- Prepare and send electronic file of daily direct deposits to the bank for student account refunds.
- Process credits and debits to student and other charge accounts within the university.
- Process incoming mail payments.
- Maintain records to be scanned for student files.
- Balance, at day's end, all payments received and disbursed including cash and checks received and refund checks issued, to Banner summary of recorded transactions.
- Prepare daily bank deposit and RIF, including both cash and checks.
- Prepare daily RIF for Student Loan Department and Registrar's office.
- Prepare RIF for state grants and gifts.
- Arrange for Yale police transport of daily deposit to the Treasurer's office.
- Maintain files for unendorsed loan and scholarship checks, insuring endorsements are obtained within the required timeframe, notifying students by email, mail or telephone.
- Return canceled loan funds to lenders.
- Assist walk-in students and parents with questions concerning payments or other financial aid reflected on accounts.
- Answer telephone calls from students, parents, and other university departments regarding student accounts.
- Analyze student accounts as part of the refund approval process and analyze student account statement information in order to respond to customer inquiries. Analyzing may include viewing multiple areas of information, including but not limited to financial aid awards, loan requirements, outside awards, student status, lender information, messages, disbursement information, addresses, parents, and any other as is necessary.
- Record pertinent information in Banner comment forms.
- Process EFT loans and checks through financial aid screens.
- Respond to all email messages and letters via email, telephone or letter as appropriate.
- Prepare Excel spreadsheets as required.
- Verify daily lock box postings and deposit.
- Assist other university departments with account postings and maintenance.
- Analyze student accounts for determining short-term loan qualification.
- Maintain stored information, shredding items as required.
- Consistently adhere to a standard of service that is customer centered and emphasizes quality, timeliness and satisfaction.
- Actively contribute to improving processes and service levels.
Education and Experience:
- Four years of related work experience, two of them in the same job family at the next lower level, and high school level education; or two years of related work experience and an Associate degree; or an equivalent combination of experience and education.
- Computer experience including financial accounting systems, Excel, Word and integrated student information systems and a database query language.
- PREFERRED: 2-3 years, experience in bank or other cashiering office. Bachelor's degree in accounting or business administration.
Skills and abilities:
- Knowledge of the University's organizational, financial and administrative policies and procedures.
- Knowledge of Microsoft Excel, Microsoft Word and a database query language.
- Excellent interpersonal and communication skills. Excellent verbal and written communication skills.
- Ability to oversee activities of other C&T employees who provide the same services.
- Knowledge of general accounting.
