Billing Facility Coordinator - OKC

About the role

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.

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