Patient AR Coordinator

Description

Job Summary

The Patient AR Coordinator manages all aspects of patient accounts receivable to ensure timely and accurate collection of balances. This hands-on role supports key RCM projects, maintains process documentation, partners cross functionally to improve workflows, and oversees activation and management of Athena patient payment tools.

Duties and Responsibilities

Patient AR Management

• Manage patient AR from follow-up to resolution; conduct patient outreach, set up payment plans, and resolve account issues.
• Document interactions and escalate unresolved barriers.
• Monitor and report AR aging trends in total and by branch.

Athena Patient Payment Tools - Setup, Management & Optimization

• The coordinator will set up, document, activate, and manage the following Athena workflows to completion:
• Athena Payment Plans - configure and transition to automated payments
• Athena Statement Pay - activate and ensure full functionality
• Athena Guest Pay - enable platform-wide usage
• Athena Card on File - activate, document workflows, and train relevant staff
• Collection Agency Conversion
• Patient Statements on Hold - ensure branch and CBO staff confirm demographics at each encounter and release statement holds; provide training and process guidance.

Project Management

• Lead AR related projects from planning to completion.
• Build project timelines, coordinate with IT, Operations, and RCM, and monitor risks and deliverables.

Cross Functional Collaboration

• Work closely with branch teams, CBO, IT, Operations, and RCM leadership on AR cleanup and workflow improvements.
• Support automation, AI initiatives, and call campaign integrations as needed.

Process Documentation & Workflow Development

• Create, standardize, and maintain RCM process documentation for all assigned workflows.
• Map current gaps, design improved processes, and ensure cross functional adoption.
• Track progress and report regularly to supervisor.

Requirements

• Bachelor's degree in healthcare administration or a related field.
• Experience in a medical group or multisite RCM environment.
• Proficiency with insurance portals for eligibility, EOB review, and patient responsibility validation.
• Required proficiency with Athena Collector, including payment posting, patient refunds processing, patient AR workflows, statements, reporting, and portal features.
• Bilingual in English and Spanish is preferred, with the ability to communicate clearly and professionally with patients.
• Strong understanding of patient billing, statements, and consumer side RCM processes.
• Excellent verbal communication skills for patient financial discussions.
• Clear, professional communication across all organizational levels (CFO, IT, Operations, Branch staff, vendors).
• Strong project management abilities for planning, documenting, and executing cross functional initiatives.
• Ability to draft, refine, and maintain process documentation and standard workflows.
• Effective organizational skills with the ability to manage multiple priorities.
• Self-starter with consistent follow-through.
• Highly detail oriented and process driven.
• Comfortable in a fast-paced RCM environment with competing deadlines.

Physical Requirements

This position primarily performs administrative, analytical, reporting, and computer-based work in an office or remote-office environment. The role requires the ability to remain seated for extended periods, use a computer and phone, review detailed account information, communicate clearly, and complete routine office tasks.

Work Environment

Work is performed in a professional office, clinic, administrative, or approved remote-office setting. The position requires frequent computer use, regular communication through email, Teams, phone, billing systems, and reporting tools, and collaboration with billing, ancillary, branch, and operational stakeholders. The employee is expected to maintain professionalism, confidentiality, accuracy, and independent follow-through while supporting team workflows and leadership reporting needs.

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers for typing, operating office equipment, and using technology systems.
• Ability to communicate effectively, including speaking, hearing, and exchanging information in person, virtually, and via phone.
• Occasional standing, walking, bending, or reaching within office or clinical environments.
• Ability to lift and carry light items, typically up to 15-25 pounds, such as laptops, documents, reports, or office materials.