Accounts Receivable Coordinator
at Lee Manor Nursing & Rehab

Date Posted: 3/8/2018

Job Description




         Verify Medicare eligibility through HIQA

         Coordinate with Admission personnel and/or PA Coordinator regarding eligibility, coverage (insurance/Pending/Managed Care) admission papers, payments, pre-certification, etc

         Attend Medicare meetings (weekly) and maintain Medicare log (back-up)

         Weekly update meeting with the Controller to go over AR issues

         Annual: Assist in Medicare and Medicaid cost report preparation

         Review resident contracts for laundry billing, trust fund, authorization to open mail and make sure the facility has copies of Medicare and other supplemental insurance cards


         Update daily census through the Pointclick System (Admission, Discharge and change in payor type)

         Notify PA Coordinator all PA resident admissions, discharges and change in Level of Care so it is updated in REV system. Discharges should be updated in the REV system on a daily basis.

         Maintain census worksheet

         Adjust census and AR due to changes in payor type


         Prepare monthly billing

o       Input all billing charges (therapy, ancillary, etc)

o       Private pre-bill - last business day of the month

         Follow up on private AR that are over 30 days

o       Coordinate with MDS Coordinator to make sure all assessments are prepared and sent to State in preparation for billing

o       Medicare billing - no later than the 11th of the month so payment for the previous month is received by the end of the current month

         Follow up on Medicare claims that are either denied or on pending status and give Report to Controller for accounts 60 days or older

         resident income billing by the 1st of the month

         Hospice and long term insurance billing

         Co-insurance billing as soon as Medicare remittance advice is received

         Close Accounts Receivable no later than the 15th of the month

         Post cash receipts regularly (preferably on a daily basis) and reconcile monthly cash journal against bank statement

         Review monthly AR Aging and update the Controller status for all AR accounts over 90 days for Private, and 60 days for Medicare except Public Aid

         Implement collection procedures:

o       Private:

         Courtesy call to resident/responsible party if not paid after 15 days from due date

         Send past due notice if not paid after 30 days from due date

         Final notice after 45 days

         Payment arrangement or Notice of Involuntary Discharge Notice after 60 days of due date

         Refer account to lawyer or write off

o       Medicare* (back-up):

         Review claim if not paid 14 days from billing

         Pending and suspense claims should be corrected as soon as possible to prevent other facilities from filing claims before us

         Contact Medicare customer service if issue is not resolved 30 days after billing

         Submit a Medicare report log to the Controller of all claims not paid after 60 days specifying the reason of non-payment

o       Medicare co-insurance billing:

         Co-insurance from insurance

         BCBS-Blue Cross Blue Shield-normally these claims crossover. However, if payment is not received 30 days after Medicare paid, contact BCBS and find out why it has not paid. Log for BCBS periodic payments should be kept. Monthly reconciliation of payments against the UPP checks should be made and submitted to the Controller for review.

         Other insurance - send copy of Medicare remittance advice and UB copies. After supplemental insurance paid and the balance becomes the resident responsibility, send a letter along with copy of EOB (Explanation of Benefits)


         Co-insurance from private

         From private - after Medicare pays, send a letter to resident/responsible party along with a copy of Medicare remittance advice. Send follow-up letter if not paid 30 days after original letter. Send to Collection lawyer (normally does asset search) if not paid after 90 days. If there’s existing asset, file a lawsuit for non-payment against the resident or against the estate (if resident is deceased). If no asset is available, If not paid after 120 days, fill out write off request for Board’s approval.


         Co-insurance from Public Aid

         Coordinate with PA Coordinator to update census through the REV system on a daily basis (discharges, changes of level of care (i.e. Medicare co-insurance: Code 65-full coverage days 1-20, Code 72-days 21-100 co-insurance. Keep a copy of Medicare remittance advice and the PA voucher for each resident and file it with Medicare cost report documentation for the year. Make sure to write off in AR system after 120 days.


         Balance daily cash box

         Post deposits daily after previous month is closed**

         Post withdrawals weekly including beauty shop

         Trust account bank reconciliation

         Review monthly audit report

         Balance resident trust monthly including SS checks and family deposits

         Pay insurance health and dental premiums and other residents’ bills**

         Period close processing

         Send quarterly statements to residents

         Other responsibilities as assigned by the Controller









Note: above job description is subject to change as necessary


Job Requirements




Job Snapshot

  • Employee Type: Full-Time
  • Location: Naperville, IL
  • Job Type: Accounting
  • Experience: At least 2 year(s)
  • Date Posted: 3/8/2018

About Us

Welcome to Lee Manor Rehabilitation & Skilled Nursing Facility, A 260 bed facility where family comes first. Open since 1979, our family owned facility has been providing dignified, home-like care for over 30 years. Along with our long term care program, we are dedicated to delivering care with compassion and dignity in our hospice program while helping our patients to maintain their independence. We provide skilled nursing care 24/7. We have an entire floor at Lee Manor dedicated to an Alzheimer’s/dementia support program with specially trained staff that has years of experience in dealing with Alzheimer’s and other dementia-related issues. All patients and residents have available to them other medical services in our facility such as vision care, dental, dermatology, psychology, psychiatry, audiology, and podiatry. We also offer additional services such as pharmacy, portable X-ray, arterial/venous doppler, social work services, personalized nutritional services, and routine labs.

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