Bill Only Specialist I (34660)

About the Role

This role manages invoicing and billing processes with accuracy and efficiency. This role ensures all billing documentation complies with company policies and regulatory requirements while addressing inquiries from customers and sales reps. Additionally, the specialist monitors and reconciles accounts, inputs billing data, and analyzes discrepancies to maintain financial accuracy. Collaboration with sales, customers, customer service, and finance teams is essential to resolve billing issues and improve processes. Strong attention to detail, knowledge of billing systems and medical device terminology, and effective communication skills are key to success in this position. Assists with the Bill Only Department as needed.

Responsibilities

• Manage incoming purchase orders, including Bill Onlys, Ship and Replace, GHX, IPS orders, and other EDI platforms. Ensure accurate data entry and proactively update order statuses to accelerate the billing process.
• Prepare approved Bill Only orders for invoicing, resolve discrepancies, and utilize SAP for Bill Only transactions. Maintain strict confidentiality and adhere to all HIPAA guidelines and regulations.
• Validate and replenish surgical product using appropriate platforms. Verify ship-to and replenishment locations in coordination with sales and operations teams. Restock products for Bill Only orders and ensure batch accuracy, resolving any discrepancies as needed.
• Build relationships with sales representatives to assist with surgery product usage inquiries and data entry into Salesforce and SAP. Provide phone and email support for sales and healthcare professionals, escalating issues, when necessary, based on priority and complexity.
• Collaborate with distribution, sales, shipping, warehouse, and carrier personnel to track and expedite deliveries. Follow up with hospitals and/or sales reps to collect purchase orders and clarify discrepancies.
• Contribute to process improvement initiatives and maintain a clean, safe, and organized Bill Only area. Ensure compliance with company policies, and confidentiality requirements.
• Maintain detailed records of customer interactions, transactions, inquiries, and actions taken. Investigate and resolve customer complaints, ensuring high service levels and addressing any discrepancies.
• Perform other related duties as assigned to support overall team objectives and operational efficiency.

Qualifications

Educational and Experience Requirements

• High school diploma or equivalent.
• One year customer service experience preferred
• Proficient user of Microsoft Office applications
• Use of SAP and Salesforce preferred but not required
• Must sign a KLS Martin L.P. remote worker policy
• Must maintain a safe working environment

Knowledge, Skills, and Abilities

• Must be flexible, have personal integrity, and empathetic mindset and the ability to function effectively as a team member.
• Adhere and support KLS Martin's quality and safety policies and procedures.
• Ability to retrieve and interpret documentation.
• Able to work in a team setting and independently under minimum supervision
• Strong interpersonal skills with the ability to effectively communicate at all levels internally as well as externally.
• Problem solving & Decision Making / Adaptability & Flexibility
• High level of customer service displaying positive attitude.

Skill Requirements

• Typing/computer keyboard
• Utilize computer software (specified above)
• Retrieve and compile information
• Maintain records/logs
• Verify data and information
• Organize and prioritize information/tasks
• Operate office equipment
• Verbal communication
• Written communication
• Public speaking/group presentations
• Research, analyze and interpret information
• Investigate, evaluate, recommend action

Physical Requirements

• Sitting for extended periods
• Extended periods viewing computer screen
• Reading
• Speaking
• Hear/Listen
• Maintain regular, punctual attendance
• Writing

Work Environment

• Normal office environment

Pay and Schedule

• This position will be in the office for the 90 day training period working from 9:00-6:00 and then once training is complete, the schedule will be 9:30-6:30 pm and be 100% remote.
• LOCAL REMOTE ONLY