IHC Corporate Office – Indiana Health Centers

Accounts Payable/Payroll Specialist, Indianapolis, IN (FT)

Indiana Health Centers, Inc. does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or in the provision of services.

The position listed below is open and available to all qualified candidates. Any individuals interested in submitting their application for candidacy should do so in writing. All submissions should identify the position. Please forward all resumes and cover letters to:

Stephenie Knoll

By mail: Indiana Health Centers, Inc
8003 Castleway Drive Indianapolis, IN 46250
By fax: (317) 576-1339
By email: sknoll@ihcinc.org

Summary
The Accounts Payable/Payroll Specialist contributes to IHC’s mission and goals of client satisfaction, quality of care, cost competitiveness and productivity by ensuring accurate and timely processing of invoices, payroll and general ledger postings related to financial and personnel record keeping to assist in assuring the financial viability of Indiana Health Centers.

The Accounts Payable/Payroll Specialist works with Fiscal staff to ensure that invoices and payroll are processed accurately and efficiently for the benefit of staff and vendors.

Evaluation of performance
Performance will be evaluated based on meeting specific goals, productivity measures, employee satisfaction scores and other quality indicators established for this position such as: IHC strategic objectives; site strategic objectives; functional capabilities; leadership and/or employee capability; IHC commitments, quality measures, and productivity measures.

Application of knowledge
Requires knowledge of professional accounting and auditing concepts, principles, and methods, plus knowledge of IHC business practices.

Maintains and updates recurring payables listing.
Completes all requests for payment forms.
Completes all functions necessary to maintain accounts payable, including calculating, posting, and verification to obtain primary financial data.
Investigates questionable invoice items, prices, or signatures.
- Working with IHC Practice Managers to resolve.
Researches and resolves accounts payable issues with vendors.
Assembles invoices for payment including:
- Verification of all calculations, extensions and totals,
- Calculation of discounts, where applicable,
- Verification of all coding for accuracy,
- Checking vendor files for previous payments,
- Assigning voucher numbers,
- Packing slips and purchase order copies
Prepares vouchers according to accounting policies and procedures.
Processes weekly checks due to vendors.
Maintains files of vouchers, invoices, and correspondence.
Posts details of business transactions.
Prepares, enters and reconciles batches.
Prepares accounts payable aging analysis.
Prepares all data input forms for the accounts payable and general ledger postings.
Performs monthly and year-end processes.
Compiles, prepares and types periodic financial reports.
Maintains Paylocity payroll system.
Maintain payroll processes and related records, including electronic time sheets, personnel actions, payroll withholdings and travel and miscellaneous expense reimbursements.
Summarize, verify, and transmit payroll data; assemble and distribute bi-weekly payroll; prepare periodic reports of employee time, payroll, and fringe benefit information.
Works with Director of Accounting on monthly reports necessary for month-end close.
Assists with annual financial audit.
Assists with annual cost report documentation.
Other duties as assigned.

Job controls and complexity
Processes, procedures, or software may vary from one assignment to the next, although assignments are related in function and objective. Based on assignment, the AP/Payroll Specialist must use diverse but conventional methods, techniques or approaches.

Work product affects accuracy, reliability, or acceptability of further processes.

Critical skills and behaviors

Demonstrates knowledge of standard office practices and procedures.
Demonstrates ability to accurately and quickly perform mathematic calculations.
Demonstrates effective verbal and written communication skills.
Able to establish effective working relationships and to work well in a team environment.
Demonstrates high detail orientation and accuracy.
Takes initiative and needs little supervision.
Able to prioritize, organize tasks and time, and follow up.
Demonstrates ability to consistently and completely meet deadlines.
Demonstrates proficiency in computer skills, including typing and use of Microsoft Word, Excel, Outlook, Paylocity payroll software or equivalent and Microsoft Dynamics GP accounting software or equivalent.

Qualifications
Requires high school diploma or equivalent; associate’s degree preferred. Requires 3-5 years’ experience with accounts payable and/or processing payroll. Paylocity and Microsoft Dynamics GP experience preferred.

Physical demands and work environment
Must be able to operate general office equipment, including computers, telephone, etc.

Work is non-strenuous with low risk. Work is primarily sedentary with some walking, standing and carrying of light objects. Work takes place in an office environment with adequate lighting, ventilation and heat where normal precautions must be observed.

Grants Coordinator – Indianapolis, IN (FT)

Indiana Health Centers, Inc. does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or in the provision of services.

DESCRIPTION OF WORK:

The Grants Manager is responsible for the entire grant management process, from development (pre-award planning and writing) to award determination, administration, and reporting. This position is also responsible for ensuring that the IHC health center and WIC activities and operations are carried out in compliance with all governing standards, to include being an integral part of audits to ensure compliance.

To successfully complete this, this position has ongoing interactions with the pre-award planning, organization, preparation, and the post-award administration of various grants within IHC. They interact with staff to ensure that grants are in compliance with regulatory, funding agency, and policy requirements. As a project manager for IHC, they are also assist in developing effective strategies and tactics, to deliver the desired outcome of the an assigned project, and will provide support to various projects throughout IHC health centers and WIC.

ESSENTIAL FUNCTIONS

Development duties:

Meets with IHC leaders and management to identify funding needs and priorities, to develop proposal strategies and to gather related information.
Gathers and/or drafts supporting information and data to prepare letters of inquiry, proposals, and applications for funding to all foundation, government, and corporation prospects according to their guidelines for application.
Approaches, develops, and cultivates long-term effective working relationships with representatives of private foundations, government offices, and corporations to promote/negotiate grant opportunities; follows up regularly on grant applications and opportunities.
Works with others to utilize appropriate software/database to maintain records on potential and current funders regarding meetings, communications, proposals, grants, and reports; to utilize appropriate scheduling programs.
With others in leadership and management team develops reports on progress status of proposals and grants received, requested, denied and pending; prepares and files periodic management progress reports with grant funding sources in a timely manner; monitors calendar to ensure timely submission of required information.
Reviews grant utilization accounting reports monthly and flags/follows up on any suspected abnormalities.
Develops and ensures that funders receive comprehensive reports in accordance with grant contracts and preferences; coordinates with relevant IHC Operations leaders and health center/WIC staff to collect pertinent data in a consistent and timely manner; coordinates with the accounting and fiscal staff for needed financial information and data/statistics reports.
Maintains knowledge of programs and services offered at various sites within the organization.
Coordinates need for written and other support materials (photographs, etc.) with the marketing/communications staff and Health Center staff to ensure appropriate materials to accompany proposals and reports.
Maintains knowledge of best practices in grant fundraising and trends in the nonprofit and FQHC health care sectors through reading, research, participation in seminars and other educational opportunities and personal contacts/memberships in the field; recommends new/updated grant application strategies as appropriate to the Health Center and WIC program.

CRITICAL SKILLS & BEHAVIORS

Demonstrated skills in identifying sources for funds and successfully receiving funding.
- Ability to analyze and synthesize IHC Health Center and WIC needs and match grant opportunities to those needs.
- Very effective oral and written communication skills including ability to be persuasive; superior writing skills including editing for content, style, and grammar.
- The analytical skills, experience, and good judgment to make decisions relative to grant opportunities.
- Working knowledge of general development practices in a nonprofit environment with specific emphasis on writing/submitting grant applications.
- Demonstrated skills in identifying sources for funds and successfully receiving funding.
- Ability to analyze and synthesize IHC Health Center and WIC needs and match grant opportunities to those needs.
- Very effective oral and written communication skills including ability to be persuasive; superior writing skills including editing for content, style, and grammar.
- The analytical skills, experience, and good judgment to make decisions relative to grant opportunities.
The analytical skills, experience, and good judgment to make decisions relative to grant opportunities.
- A working knowledge and experience in developing long-term relationships with government agencies and personnel, foundations, individuals and representatives of companies that might provide support.
- Ability to work independently and make mature business decisions.
- A collaborative work style, with a high level of integrity and excellent interpersonal skills.
- Knowledge of and ability to work competently with an ethnically diverse staff and client population.
- Demonstrated ability to perform assigned responsibilities with minimum supervision; to maintain quality control standards; to interpret, adapt and apply guidelines and procedures.
- Skill in identifying problems and recommending solutions in a clear, concise, and proactive manner, including recognition and resolution of costly errors. Demonstrated ability to set priorities and organize work responsibilities to insure completion of assigned tasks as scheduled.

Technology –Strong computer skills including preparation of donor software, spreadsheets, word processing and presentation software; proficiency with Microsoft Office products.

EDUCATION AND EXPERIENCE

Bachelor’s degree in related field preferred with 2 or more years of experience with healthcare grant writing. Relevant experience can substitute for education.

Spanish Speaking Patient Scheduling Coordinator (FT) – Indianapolis, IN

Indiana Health Centers, Inc. does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or in the provision of services.

DESCRIPTION OF WORK:

The Patient Scheduling Coordinator contributes to IHC’s mission and goals of client satisfaction, quality of care, cost competitiveness and productivity by performing a variety of patient services duties necessary to maintain the efficient flow of operations at the health center and ensure a positive and consistent customer service experience for IHC patients. The Patient Scheduling Coordinator works closely with the other front office staff to provide customer service to patients over the phone to schedule and reschedule appointments, make reminder phone calls, conduct outreach campaigns using technology, assist with referrals and billing paperwork.

ESSENTIAL FUNCTIONS

Answers health center phone calls and accurately directs calls as necessary.
Works with management team to schedule appointments according to Patient Scheduling policy guidelines and health center needs.
Processes appropriate patient paperwork.
Educates clients regarding documents they will need to provide at the time of service.
Accurately enters, maintains, and retrieves data on IHC’s Electronic Medical Records (EMR) system.
Uses and maintains EMR, accurately assembling income documents, and ensuring client information is up to date and complete.
Determines eligibility and counsels eligible patients on Medicaid or Medicare part D; refers eligible clients to WIC programs.
Communicates appropriate diagnostic and clinical information with patients as needed.
Contacts patients for reminder calls and follow-up.
Supervises other scheduling/intake staff members as assigned.
Assists with pre-chart preparation; proactively contacts patients to schedule appointments based on scheduling guidelines and policies to increase health center efficiency and productivity.
Utilizes data analytics and reports for inbound call volume staffing to facilitate patient experience with calling IHC;
Develops service level metrics for acceptable call experience including wait times, total talk time, abandon rate, average handle time, average speed to answer, appointments scheduled and other as identified.
DESIRABLE KNOWLEDGE, SKILLS, AND ABILITIES

Intake Functions: Able to:
- Learn and follow standard work practices/procedures – every time – without variation or error
- Follow established routines, requiring occasional modifications in procedure
- Train others on intake functions and standard work
- Demonstrate proficiency in patient scheduling, including procedures for walk-ins, overbooking, and rescheduling
- Demonstrate proficient knowledge about Medicaid and Medicare requirements
- Counsel clients on the advantages and services provided by Medicaid
- Recognize, troubleshoot, and/or alert others to potential scheduling conflicts or problems
- Take initiative; prioritize, organize tasks and time; follow up
Work Product: Able to:
- Demonstrate high detail orientation and accuracy
- Perform responsibilities accurately, efficiently and timely
- Demonstrate knowledge of standard office practices and procedures.
- Able to juggle multiple requests and meet multiple deadlines

Process Improvement: Able to:
- Follow standard work procedures
- Participate in process improvement projects as required
- Participate in high performing work teams; maintain a team approach to problem solving

Technology –Demonstrate office equipment and computer skills, including data entry; Able to use Microsoft Word, Excel, and Outlook, eCW, Dialpad, etc.

EDUCATION AND EXPERIENCE

Graduation from a standard high school, or equivalent. One (1) year of prior experience in a supervisory role in an office or health related position. Related education can substitute for experience. Spanish skills required.

Billing Representative (FT) – Indianapolis, IN

DESCRIPTION OF WORK:

The Billing Representative contributes to IHC’s mission and goals of client satisfaction, quality of care, and productivity by accurately and efficiently processing third party accounts receivable paperwork to ensure timely payment for clinical services. The Billing Representative works with the billing staff and third party payers to problem solve and ensure compliance with all billing policies and procedures.

DESIRABLE KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of policies, procedures, rules and/or laws (i.e. HIPAA) administrative methods, and precedents for medical cost recovery, billing, and accounts receivable management, along with detailed knowledge of the establishment’s operations, structure, procedures, and specialized knowledge.

Billing and Customer Service:

Acts as direct liaison with clinic or practice group in regard to billing and claims.
Reviews and corrects claims from locked encounter report daily. The locked encounter report must be completed daily.
Checks claims in ERA denied status and pending with errors weekly. Sends e-mails to Practice Manager/Office Manager for any needed help in correcting claims.
As time allows, check Medicaid Pending claims in assigned sites weekly.
Processes client refunds timely and accurately weekly.
Helps clients with questions about their balances. Offers payment agreements that do not extend balances past 6 months.
Uses Electronic Health Record reports to work AR.
Keeps receivables for each site they are responsible for at corporate goal of 30 days or below.
Prepares accounts to send to collections. Must have accurate and complete documentation accompanying request.
Follows all IHC policies and procedures for accurate and timely billing of claims.

Excellent customer service for both internal and external staff/clients/vendors.

Logic and analysis – Able to:

Think logically and analytically
Demonstrate proficiency in moderately complex mathematics
Demonstrate basic problem solving, good judgment, and decision-making skills

Communication – Able to:

Demonstrate effective verbal and written communication skills
Demonstrate positive customer service skills
Work with diverse employees and patients from different backgrounds and education levels
Demonstrate understanding appropriate to experience level of record keeping and medical claims billing processes
Demonstrate basic knowledge of generally accepted bookkeeping principles
Understand billing and reimbursement requirements for FQHCs, Medicaid, Medicare, and private insurance
Apply most recent regulations/guidelines for non-profit, health care cost recovery, and billing
Knowledge of collections and ability to work with staff, customers, and third party payers to solve problems

Work Product: Able to:

Demonstrate highly detailed, organized, and accurate work
Consistently meet deadlines; perform work timely and efficiently
Demonstrate knowledge of standard office practices and procedures
Participate in high-performing work teams; maintain a team approach to problem solving
Prioritize tasks and time and follow up; consistently and completely meet deadline
Juggle multiple requests and meet multiple deadlines.

Process Improvement – Able to:

Document and follow standard work procedures
Participate in process improvement projects

Technology –Able to:

Demonstrate computer skills, including typing and alpha and numeric data entry; able to use Microsoft Word, Excel, Outlook, and electronic health records and billing software.

EDUCATION AND EXPERIENCE

High school diploma or equivalent. Medical and dental experience preferred. Two (2) years billing experience for Medicaid/Medicare/Insurance and Dental claims.

Payment Poster (FT) – Indianapolis, IN

Summary
The Payment Poster contributes to IHC’s mission and goals of client satisfaction, quality of care, and productivity by accurately and efficiently processing third party accounts receivable paperwork to ensure timely payment for clinical services. The Payment Poster works with the billing staff and third party payers to problem solve and ensure compliance with all billing policies and procedures. Payment Poster. Under the supervision of the Business Systems Manger, the Payment Poster is responsible for posting all payments in a timely manner monthly; concentrating on posting all patient related payments into the eCW.

Evaluation of performance
Performance will be evaluated based on meeting specific goals, productivity measures, employee satisfaction scores, and other quality indicators for this position such as: IHC strategic objectives; site strategic objectives; functional capabilities; leadership and/or employee capabilities; IHC commitments, quality measures, and productivity measures.

Application of knowledge
Knowledge of policies, procedures, rules and/or laws (i.e. HIPPA) administrative methods, and precedents for medical cost recovery, billing, and accounts receivable management, along with detailed knowledge of the establishment’s operations, structure, procedures, and specialized knowledge. Payment Poster requires increasingly more expert knowledge to include institutional knowledge of IHC’s business operations.

Billing and Customer Service:

Direct liaison with Billers.
Responsible for posting all patient, insurance, and zero dollar payments daily.
Makes any and all corrections before posting batches.
Balances all deposits and batches entered.

Performs other duties and projects as assigned by supervisor.
Locks batches in system at end of the day.
Knowledge of general office procedures.
Ability to perform complex mathematic calculations.
Ability to work with computerized data entry system.
Ability to consistently meet deadlines.
Ability to communicate with staff and third party payor.
Ability to demonstrate positive customer service skills.

Job controls and complexity
Payment Poster employee carries out work with minimal supervision; Business Systems Manager sets goals, objectives, priorities, and deadlines. Payment Poster uses guidelines that cover most situations. Payment Poster requires greater supervisory control and direction and works on less complex billing cases. Payment Poster employee carries out a group of procedures using the general methods and desired results that supervisor indicates, selects from among most appropriate of several guidelines, makes minor adjustments to methods, and refers unforeseen situations to others for solution. Based on assignment, employee must use diverse but conventional methods, techniques. Payment Poster employee operates under established policies following established routines requiring the employee to recognize clear differences in situations requiring modifications in procedures or use of independent judgment. Work of Payment Poster affects product and service affects accuracy, reliability and acceptability of further processes and services and supports IHC’s financial goals, objectives, and viability.
Critical skills and behaviors
Logic and analysis – Able to:

Think logically and analytically
Demonstrates proficiency in moderately complex mathematics
Demonstrate basic problem solving, good judgment, and decision-making skills

Communication – Able to:

Demonstrate effective verbal and written communication skills
Demonstrate positive customer service skill
Work with diverse others from different backgrounds and education levels
Medical Cost Recovery and Billing: Able to:
Demonstrates understanding appropriate to experience level of record keeping and medical claims billing processes
Demonstrate basic knowledge of generally accepted bookkeeping principles
Understand billing and reimbursement requirements for FQHCs, Medicaid, Medicare, and private insurance.
Apply most recent regulations/guidelines on non-profit, health care cost recovery and billing
Knowledge of collections and able to work with staff, customers, and third party payers to solve problems

Work Product: Able to:

Demonstrate highly detailed, organized, and accurate work
Consistently meets deadlines; perform work timely and efficiently
Demonstrate knowledge of standard office practices and procedures.
Participate in high performing work teams; maintain a team approach to problem solving
Prioritizes tasks and time and follow up; consistently and completely meet deadline
Juggle multiple requests and meet multiple deadlines.

Process Improvement: Able to:

Document and follow standard work procedures
Participate in process improvement projects

Technology –Demonstrate computer skills, including typing and alpha and numeric data entry; Able to use Microsoft Word, Excel, Outlook, and electronic health records and billing software.

Physical demands and work environment
Work is non-strenuous with low risk. Work is primarily sedentary with some walking, standing and carrying of light objects. Work takes place in an office environment with adequate lighting, ventilation and heat where normal precautions must be observed.

Qualifications
High School diploma or equivalent. At least 2 years of prior successful work experience, preferably in posting payments or medical billing.