This position provides a variety of accounting support functions to the Veterinary Medical Center (VMC) and to the VMC Director of Accounting & Business Services in the areas of billing, collections, and accounts receivable management for all Referral Veterinary Services (diagnostic services provided for outside veterinarians). This position also serves as back up for the Accounting Specialists for VMC Clinical Services (veterinary care provided for animals of individual clients) who are responsible for Clinical accounts receivable. Our department is also responsible for collections of CVM departmental accounts receivable. These areas have total combined current budgeted income of $17,940,963.00.
Referral Veterinary Services - Billing, Collections, Accounts Receivable Management/Maintenance: * Responsible for all billing and collections functions for VMC Referral Services * Assure compliance with collections laws, regulations, UT Fiscal Policy and CVM policies & procedures * Contact and attempt to collect return check amounts; * Analyze patient records to resolve billing issues * Process monthly billing; generate monthly statements and all supporting documentation and billing reports; submit reports to Director * Process statements for any past due accounts and make appropriate notations on statements regarding past due status; process all foreign mail for separate handling * Review monthly aging and work accounts per policy and procedure * Maintain account status codes in hospital system * Represent VMC in litigation hearings if necessary * Review bankruptcy notices for Referral accounts; process proper paperwork * Submit monthly Accounts Receivable reports to Director, Accounting & Business Services * Research, prepare and submit accounts to be turned out to collection agency; submit to Accounting Specialist III to turn out * Identify and process necessary adjustments or corrections to accounts * Prepare bank deposits and submit to Director, Accounting & Business Services for processing * Consult with and advise Director and Department Heads regarding problem accounts
Referral Veterinary Services - Client Support: * Consult with clients regarding billing inquiries * Research billing concerns and discuss billing issues with appropriate lab personnel * Compose correspondence with clients regarding accounts * Maintain all billing and collection records of Referral Veterinary Services per fiscal policy * Review and analyze any credit accounts; submit refund requests to for processing * Work with external agencies and individuals to include Humane Societies, Police Departments, State Agencies such as TWRA, Animal Welfare Leagues, Referring Veterinarians, insurance agencies, debt reduction agencies, collection agencies * Accept payments on-line or by phone; process and provide receipts * Maintain records of all client communications and collection efforts * Follow up on delinquent accounts and attempt to collect * Consult with clients making payment arrangements, process appropriate paperwork
Client/Clinic Operations: * Assist with cash maintenance for clinic cash drawers to assure adequate change is on hand at all times; provide change to clinics as requested * Serve as back-up for daily balancing and verification of cash logs for clinic operations * Serve as back-up for preparation of clinic bank deposit * Assist clinicians and clients with payment concerns and make financial arrangements * Assist with research of and resolution of late charges * Log and balance checks in mail for Client Clinical Services (Large Animal and Small Animal) * Enter deposits into IRIS * Process monthly clinic billing in absence of Clinic Accounting Specialist * Assist with other Client/Clinical Services issues as needed
Departmental Training and Liaison: * Assist Director with interview and selection of student employees * Train students on daily processes * Assign, direct and provide oversight of daily work-flow for student position * Consult with Director regarding student employees job performance and provide efficiency report of student position outcomes * Make recommendations regarding departmental/VMC policies and procedures; assist with implementation of new procedures * Assist with interview process for new employees and make recommendations to Director; assist with training of new employees when necessary * Assist with training of new employees on billing, collections, invoicing, balancing and accounting * Assist with implementation of new procedures * Work with CVM departmental bookkeepers, UTCVM personnel, Central Cashier's Office, Internal Audit, Treasurer's Office, UTIA, other UT departments * Work with Client Services & Health Information regarding accounts; work with Computer Operations to recommend system improvement * Work with external agencies and individuals to include but not limited to Referral Veterinarians, Humane Societies, Government Agencies such as TWRA and Great Smoky Mountain Natl Park, Animal Welfare Leagues, insurance agencies, police departments, other universities, collection agencies, corporate accounts, international accounts
Other Responsibilities: * Collect and analyze statistical data and report to Director, Accounting & Business Services * Provide detailed accounting reports to Director, Accounting & Business Services as requested * Handle phone calls to Business Office group phone line and assist callers (internal, external, UT) * Monitor ticket system (group email tracking system) for incoming requests to Accounting & Business Services * Process Authorization for Release of Final Paychecks * Provide input for departmental budget * Perform all functions in the absence of department's regular staff members assigned to Client Clinical Services or Referral Services * Complete annual PCI and CareCredit training for compliance * Calculate and process rent payments for apartments rented by UTCVM for short term stays by visiting veterinary students and doctors * Process other miscellaneous departmental payments and receipt in on-line receipting system * Provide reports, data, and statistics as requested by Director, Accounting & Business Services * Process Pharmacy credits; enter shipping charges for lab samples * Review accounts and submit bad debt write off requests to Director at fiscal year end; assist with other year-end processes * Other responsibilities as requested by Director
Internal Number: 188486
About Institute of Agriculture
The Institute’s four major units are the College of Agricultural Sciences and Natural Resources, the College of Veterinary Medicine, UT AgResearch and UT Extension. The Institute contributes to improving the quality of lives and enhancing the agricultural, economic, environmental and social well-being of Tennessee. Our clientele include students, families, farmers, 4-Hers, agribusiness and the general public.