Reconciliation Specialist

Do you want to change lives? Are you interested in helping international healthcare professionals achieve their American Dream? If so, join us at Avant!

Avant Healthcare Professionals is the premier recruiting and staffing specialist for internationally educated healthcare professionals and we have been named to the Inc. 5000 List of America's Fastest-Growing Private Companies for 7+ years. Our comprehensive program guides qualified registered nurses, physical and occupational therapists through each stage of the licensure and immigration process and makes it simple! Avant Healthcare Professionals has grown 40 percent annually since its inception in 2003, and with healthcare and social assistance employment projected to grow by 3.4 million, healthcare staffing is a thriving industry. While experiencing a period of tremendous growth, Avant offers tremendous opportunities for eager professionals looking for an opportunity to build their career.

Summary of Position Role/Responsibilities

The Reconciliation Specialist will be responsible for supporting the Healthcare Professionals (HCPs) with all timecard-related functions and duties. This role will partner closely with the Payroll and/or Billing & Collections teams to ensure that timecards for over 1,000 field employees are submitted accurately and processed timely on a bi-weekly basis, and to ensure accurate billing to clients on a weekly basis. The Reconciliation Specialist will assist in the audit or investigation of any timecard-related issues or escalations and collaborate with internal departments to field and resolve HCP and client inquiries.

Essential Functions of the Job

• Administer timecard checklist processes and follow set guidelines to ensure that all HCPs under assigned clients have timecards that populate accurately within the timekeeping system 
• Monitor the internal shared email inbox on a rotational basis, ensuring that all timecard documentation is captured and routed to the appropriate member on the Payroll team
• Collaborate with internal teams to investigate and resolve timecard related issues or questions in a timely manner
• Identify and work with HCPs to resolve any errors related to time, attendance, and absence data
• Audit facility timesheets and communicate any necessary adjustments to Payroll
• Communicate with HCPs and/or clients on a regular basis via phone or email regarding any timecard related issues or questions
• Obtain documentation for timecard adjustments from HCPs and send documentation to clients for invoicing as needed
• Track and follow through on time variances for internal records
• Run detailed reports to assist in timecard audits, including but not limited to; zero hours, exceptions, and short-fall reports
• Create billing import files once discrepancies are resolved in preparation for billing
• Maintain and update shared internal worksheet with actions taken to resolve discrepancies
• Assist and act as a backup to support other members of the team for their assigned clients as business need or workflow arises
• Investigate and resolve billing discrepancies and escalate as necessary
• Keep up to date and understand contracts to ensure timecard edits align with contract language

Marginal Functions of the Job

• Other duties as assigned

Normal Work Schedule

This is a full-time position. Standard business hours are Monday through Friday 8:00 AM to 5:00 PM. Additional time outside of these hours may be needed to complete the essential functions of the job.

Education, Training, and Experience

• High school or equivalent degree required, or equivalent combination of education and experience will be considered
• Associate’s degree preferred
• Minimum 3 years of experience in high volume Customer Service environment required
• Experience and knowledge with the interpreting of timesheet and pay statement data for non-exempt, hourly, or per-diem employees required
• Experience supporting payroll within the Healthcare industry preferred
• Ability to communicate effectively in both oral and written communications
• Ability to ensure confidentiality and privacy of employee and client data
• Proficient with Microsoft Office products, Adobe, and electronic database management  
• Strong proficiency with Microsoft Excel and ability to conduct intermediate level functions (Pivot Tables, VLOOKUP)

Required Licenses, Certifications, and Other Specific Requirements of Law

• Health Insurance Portability and Accountability Act (HIPAA) certification and ability to obtain and maintain

Other Characteristics of the Position

Physical Demands:

• Sitting for long periods at a time
• Regularly required to talk or hear
• Occasional lifting of office supplies up to 20 lbs.
• Vision abilities including close vision and ability to adjust focus

Mental Demands:

• Must understand and follow a set of clear oral and/or written procedures without deviation
• Performs repetitive routine tasks
• Withstand moderate amounts of stress
• Must adhere to a provided work schedule to meet a set of qualitative production standards
• Perform tasks that vary little from day to day
• Implements others’ decisions/procedures with little judgment required
• Must relay information orally

Work Environment:

• This job operates in a professional office environment.
• This role routinely operates standard office equipment.

Statement of Responsibility for Confidential Data

• Has access to, and requires daily use of, confidential records.
• Required by federal law to maintain strict confidentiality of “Avant” employee information and maintain security of such information.
• Proprietary Information and Non-Conflict Agreement required.