Job Title: Billing Facility Coordinator
Work Location: Hope, AR OR Oklahoma City, OK
Division/Department: PMBS

The Billing Facility Coordinator is responsible for the billing, invoicing, follow-up, and collection of ambulance services billed directly to contracted facilities. This position manages assigned facility accounts from initial billing through final payment and resolution.

The Billing Facility Coordinator ensures facility invoices and supporting claim documentation are prepared accurately and timely, monitors outstanding balances, communicates with facility billing and accounts payable representatives, researches payment discrepancies, and follows up consistently on unpaid or aging accounts.

This position requires strong organizational skills, attention to detail, effective communication, and the ability to independently manage a high volume of facility accounts.

Essential Duties and Responsibilities

Facility Billing and Invoicing

• Prepare and process facility invoices according to established billing schedules and contractual requirements.
• Review ambulance transports to determine the appropriate facility responsible for payment.
• Ensure charges are billed to the correct facility and account.
• Generate invoices and CMS-1500 claim forms or other supporting documentation as required.
• Verify patient, transport, facility, and billing information for accuracy prior to invoicing.
• Ensure invoices reflect applicable contractual rates and billing arrangements.
• Maintain established weekly and monthly facility billing schedules.
• Ensure all assigned facilities are invoiced timely and accurately.
• Save and maintain facility invoices, claim forms, and supporting documentation according to established departmental procedures.

Facility Account Follow-Up

• Maintain responsibility for assigned facility accounts from invoicing through final resolution.
• Review outstanding facility balances and aging reports routinely.
• Follow up with facilities on unpaid and past-due invoices according to established timeframes.
• Communicate directly with facility accounts payable departments, administrators, billing contacts, and other designated representatives.
• Obtain payment status, expected payment dates, and information needed to resolve outstanding balances.
• Document all follow-up activity, correspondence, payment commitments, and account status.
• Follow up on payment commitments that are not received as expected.
• Escalate significantly aged or unresolved balances to leadership when appropriate.

Account Reconciliation and Payment Resolution

• Review facility payments and ensure payments are appropriately applied to outstanding invoices.
• Research partial payments, short payments, overpayments, duplicate payments, and other payment discrepancies.
• Reconcile outstanding invoices with facility payment information when necessary.
• Identify invoices or transports disputed by a facility and research the reason for the dispute.
• Work with internal departments to resolve billing, documentation, contract, or account discrepancies.
• Ensure appropriate corrections or adjustments are completed when supported and authorized.
• Identify unapplied payments or credit balances and assist with resolution.
• Maintain accurate facility account balances.

Facility Communication and Customer Service

• Serve as a primary billing contact for assigned facilities.
• Respond timely and professionally to facility questions regarding invoices, transports, balances, and supporting documentation.
• Provide copies of invoices, CMS-1500 forms, transport information, or other approved documentation when requested.
• Research and resolve facility billing concerns in a professional and timely manner.
• Maintain accurate facility billing contact information, including accounts payable contacts and invoice delivery requirements.
• Identify changes in facility billing requirements and communicate them to leadership.
• Maintain positive working relationships with facility representatives while appropriately pursuing outstanding balances.

Contract and Billing Requirements

• Understand the billing requirements for assigned contracted facilities.
• Ensure facility accounts are billed according to established contractual terms and rates.
• Identify potential discrepancies between contractual terms and billing system information.
• Escalate contract interpretation questions or requested changes to leadership.
• Do not negotiate rates, reduce balances, or authorize contractual changes without appropriate approval.
• Maintain awareness of facility-specific billing arrangements, invoice requirements, and payment processes.

Accounts Receivable Management

• Routinely review facility accounts receivable to identify aging trends and collection priorities.
• Prioritize high-dollar and significantly aged balances.
• Take appropriate action on each account to move the balance toward resolution.
• Identify facilities with recurring payment delays or billing issues and communicate trends to leadership.
• Assist in reducing facility accounts receivable and preventing unnecessary aging.
• Maintain consistent follow-up until payment or other approved final resolution is received.

Minimum Qualifications

• Knowledge of medical billing, accounts receivable, invoicing, or healthcare collections preferred.
• Ambulance or EMS billing experience preferred.
• Experience with facility, institutional, or contracted billing is preferred.
• Ability to read and understand invoices, account statements, payment information, and contractual billing terms.
• Strong organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Strong customer service and problem-solving abilities.
• Ability to independently manage multiple facility accounts and billing schedules.
• Ability to prioritize outstanding balances based on aging, dollar amount, and urgency.
• Ability to research account discrepancies and follow issues through resolution.
• Proficiency with billing systems, electronic document management, email, spreadsheets, and Microsoft Office applications.

Education & Experience Requirements

• Experience with healthcare billing systems, have an understanding of Part A billing for Hospice and SNF Preferred.

Physical Requirements

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.
• The employee may occasionally be required to lift and/or move up to 20 pounds
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Work may require sitting, lifting, stooping, bending, stretching, walking, standing, pushing, pulling, reaching, and other physical exertion.
• Must be able to talk, listen and speak clearly on telephone.
• Must possess visual acuity to prepare and analyze data and figures, operate a computer terminal, and operate a motor vehicle.

Other Requirements

This position can be located in our Hope, AR office, or our Oklahoma City, OK Office

If based in the OKC office, the applicant must be available to travel to Hope, Arkansas, for up to four weeks of initial training. Periodic travel to Hope, Arkansas, may also be required throughout the year for additional staff training.  There may be times for travel among, AR, LA, MS, OK and TX to meet with our various facility partners.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills and physical demands required of personnel so classified.