Main Responsibilities and Required Skills for a Billing Clerk
A Billing Clerk is a professional who manages and organizes financial transactions within an organization. They are responsible for generating and maintaining accurate billing records, ensuring timely invoicing, and facilitating efficient payment processes. In this blog post, we will explore the primary responsibilities and the most in-demand hard and soft skills for Billing Clerks, shedding light on the key competencies required to excel in this role.
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Main Responsibilities of a Billing Clerk
The following list describes the typical responsibilities of a Billing Clerk:
Access
Access computer files and compile reports as requested.
Answer
Answer questions and handle complaints from clients regarding bills.
Apply
Apply debits and credits to customer's account.
Assist in
Assist in collections and create reports and present to managers.
Assist in financial data analysis and forecasting related to billing activities.
Assist in month-end and year-end closing activities.
Assist in the implementation and improvement of billing processes and systems.
Assist in the production required reports, timesheet summaries, and related metrics.
Assist Maintenance Coordinators with inbound phone calls if queue times exceed acceptable limit.
Assist new or existing customers with new orders and quotes.
Assist the Director of Business Operations on projects as assigned.
Assist with cleaning up aging accounts.
Assist with month end activities.
Assist with reconciliation of accounts during closing.
Assist with Scheduling work / jobs.
Audit
Audit daily domestic House Airway Bills and invoices.
Balance
Balance entries and make necessary corrections.
Build
Build financial controls and procedures.
Call
Call clients to update records, such as billing addresses and methods of payment.
Check
Check the data input in the accounting system to ensure the accuracy of the bill.
Check timesheets and support timesheet users with all queries.
Collaborate with
Collaborate with collection agencies or legal counsel for overdue accounts.
Collaborate with external auditors during billing-related audits.
Collaborate with internal teams to obtain necessary documentation for invoicing.
Collaborate with the finance department to resolve billing and payment issues.
Collect
Collect all information needed to calculate bills receivable (order amounts, discount rates etc.).
Collect and review referrals and pre-authorizations.
Collect outstanding accounts following established procedure.
Communicate
Communicate effectively to appropriate parties.
Complete
Complete all billing issues, no bills, exchanges, trouble calls and data gaps as required.
Complete customer follow to ensure that they were provided the red service treatment!.
Complete high-volume data entry in a fast-paced environment.
Complete other office duties and special projects as requested.
Conduct
Conduct phone calls on accounts to obtain status. -.
Conduct regular audits of billing records to identify errors or inconsistencies.
Contact
Contact customer for the arrangement of product shipping as necessary.
Coordinate
Coordinate and prepare invoices for all activity related to multiple business units.
Coordinate and prepare invoices for all activity related to multiple Jonas divisions.
Coordinate billing details with internal clients via email.
Coordinate rating, auditing and billing functions.
Coordinate with Coding Educator on questions regarding ICD-10 and CPT coding.
Coordinate with outbound trucker for shipping the product.
Create
Create spreadsheets with large numbers of figures without mistakes.
Cross-check
Cross-check billing data with contracts or service agreements.
Double check
Double check patient coverage and benefits / payment terms before appointment.
Ensure
Ensure accuracy of account balance according to Managed Care contracts.
Ensure accurate and timely processing to maximize margin and revenue.
Ensure all government legislation and requirements are met.
Ensure all signage and digital platform is maintained.
Ensure billing rates are accurate and reflect approved rate tables.
Ensure client queries are responded to and resolved within agreed SLA's.
Ensure compliance with client and lawyer guidelines, required bill formats and content.
Ensure compliance with company policies and procedures.
Ensure displays are properly set and stocked.
Ensure that all outstanding unpaid claims are reviewed, investigated and rebilled.
Ensure the patients medical information is accurate and up to date.
Enter
Enter timesheets, equipment and material information to generate invoices.
Establish
Establish financial controls and procedures.
Evaluate
Evaluate, process, and review bills or invoices for services rendered.
Examine
Examine, evaluate, and process invoices or bills for services rendered.
File
File and maintain request for daily and weekly overtime approval.
Finalize
Finalize billing and email invoices to client.
Follow
Follow SOPs, cGMP, Quality, Safety Rules, and Food Safety and Food Defense practices.
Follow-up
Follow-up on missed payments and resolve financial discrepancies.
Follow up on outstanding payments and resolve billing discrepancies.
Generate
Generate aging reports of outstanding accounts receivable.
Generate and distribute invoices to customers or clients.
Generate monthly invoices, ad hoc reports and aging reports.
Generate outstanding billing, AR and payment reports on a monthly basis.
Generate statements as needed.
Get
Get customer feedback and reviews.
Greet
Greet and assist office visitors in a welcoming and courteous manner.
Handle
Handle administrative tasks for the AP / Finance Department.
Handle cash including bank deposits and reconcile balances as required.
Handle time pressure situations and stress of multiple demands.
Help
Help to develop and implement process improvements as our organization scales.
Identify
Identify and accurately apply all incoming payments to corresponding accounts receivable.
Identify and classify new capital assets.
Identify and report any billing issues to supervisor.
Identify, investigate and follow-up invoice related issues until issue is resolved.
Identify opportunities for process optimization and recommend improvements.
Input
Input data to create invoices and bills of lading and other billing functions as required.
Investigate
Investigate and appeal denied claims.
Investigate by comparing data against work orders.
Issue
Issue, mail and file invoices daily.
Issue credit memorandums to indicate returned or incorrectly billed merchandise.
Keep
Keep detailed notes and records.
Keep track of industry trends and best practices in billing and invoicing.
Maintain
Maintain a high level of professionalism while working with clients (external and internal).
Maintain and monitor capital feedback reporting.
Maintain a safe and positive work environment.
Maintain billing records and update customer information as needed.
Maintain bring forward system to ensure follow up and receipt of requested materials / documents.
Maintain confidentiality of sensitive financial information.
Maintain organized and accurate filing systems for billing documents.
Maintain organized files for tracking purposes of all client contracts and original invoices.
Maintain positive relationships with customers and clients.
Maintain tracking system for accounts payable invoices.
Make
Make collection calls to responsible parties.
Make outbound calls to verify patient and insurance information.
Manage
Manage and update meeting room and conferencing calendar.
Manage carrier invoices and upload Repair Order numbers into carrier data file.
Manage carrier relationships.
Monitor
Monitor accounts and reports on delinquent and potential loss situations.
Monitor and track payment deadlines to ensure timely collections.
Monitor workflows to ensure all transactions are processed accurately and in compliance.
Obtain
Obtain all purchase orders for vendors.
Operate
Operate and manage switchboard.
Participate in
Participate in team meetings and contribute to departmental goals.
Perform
Perform analyses / audits of data to ensure accuracy of reporting and billing.
Perform basic math functions.
Perform cash applications tasks for multiple business units.
Perform other administrative and billing duties as required.
Plan
Plan, organize, coordinate, and prioritize assigned tasks to meet deadlines successfully.
Post
Post bills that fall under a specified criteria.
Prepare
Prepare ad hoc reports as needed.
Prepare and distribute billing reports.
Prepare and process invoices for products or services rendered.
Prepare and send billing statements to customers on a regular basis.
Prepare and submit billing data and medical claims to insurance companies.
Prepare and submit billing reports to management.
Prepare and submits task update reports.
Prepare bills and invoices, and document amounts due for medical procedures and services.
Prepare bills of lading and lists weight and serial number of items sold.
Prepare client legal bills.
Prepare credit forms for customers or finance companies.
Prepare credit memorandums to indicate returned or incorrectly billed merchandise.
Prepare daily bank deposit.
Prepare documentation for customers and carries.
Prepare invoices, receipts and checks by entering details into a company's financial system.
Prepare month-end journal entries.
Prepare monthly billing reports.
Process
Process claims for returns for damaged product and shortages in orders.
Process credit memos, refunds, and adjustments as required.
Process daily AR receipts and post to bank and accounting software.
Process Explanation of Benefits and denials according to contract specifications.
Process monthly AR statements.
Process on average 100 invoices per day.
Process payments through various channels.
Process pay-off checks for trade-ins and mail to appropriate financial institution.
Process the electronic payments.
Provide
Provide back-up support for telephone and conference call system.
Provide customer service to internal business partners.
Provide customer service to patients, insurance companies and centers.
Provide excellent and reliable service to both internal and external customers.
Provide general administrative support for the Office & Operations team.
Provide instructions to floor for special handling.
Provide month end reports to management.
Provide support during internal and external audits.
Provide training and support to new employees regarding billing procedures.
Rate
Rate and invoice assigned accounts on a daily basis.
Receive
Receive payments through various methods (cash, online payments etc.) and check for credibility.
Receive phone calls from field representatives.
Reconcile
Reconcile billing statements with accounts receivable records.
Reconcile daily hours worked to expected hours and note any deviations.
Record
Record and capture all 1st invoice issue due to master data or machine set up.
Record information about the financial status of customers and the status of collection efforts.
Record messages and customer information accurately.
Report
Report progress and issues to the accounting team as needed.
Request
Request additional information as needed from clients, patients, and insurance companies.
Research
Research and fix billing errors.
Respond to
Respond and provide ongoing support to the Maintenance team.
Respond to client inquiries regarding package balances.
Respond to customer inquiries and provide assistance regarding billing matters.
Respond to inquiries from clients in relation to invoices and resolve any disputed amounts.
Retrieve
Retrieve data from customer's software as requested or needed.
Review
Review account balances and resolve inconsistencies.
Review accuracy of invoices prior to submission by performing various checks.
Review and analyze timesheet revisions to ensure accurately billed.
Review, correct and alter invoices.
Review cost entries for compliance and makes Partners aware of any issues.
Review documents for general application information accuracy.
Review non-billable entries to ensure should not be billed.
Review open sales order reports.
Review reports to audit against billing and reconcile missing information.
Save
Save and scan prebills and final invoices.
Scan
Scan documents into the system.
Schedule
Schedule expedited shipments (pickup and delivery).
Send
Send reminders for payments and contact customers when assigned.
Sort
Sort, organize, and file paperwork after entering data to ensure it is not lost.
Stay updated with
Stay updated with relevant billing regulations and compliance requirements.
Strive
Strive to improve self, others and overall practices and procedures.
Study
Study subject reimbursements and payments (process associated paperwork).
Submit
Submit invoices by electronic data interchange.
Supervise
Supervise and monitor all employees (outside).
Support
Support the Partners by managing all aspects of billing for assigned clients and matters.
Support the Project Control Manager / Regional Controller in the preparation of audits.
Support the Regional Controller in the preparation of audits.
Track
Track changes to invoices and provide statistics to analysts.
Update
Update accounting records with new payments, balances, customer information etc..
Update accounting records with new payments, customer information, etc..
Update customer files with issued invoices.
Update OHIP billing codes and applicable rules for Otolaryngology.
Utilize
Utilize billing software and systems effectively.
Verify
Verify accuracy of bills prior to mailing.
Verify amounts and codes on various forms for accuracy.
Verify and complete Service Billing portals and work orders created.
Verify and review billing information for accuracy and completeness.
Verify customer account information.
Verify data by comparing it to source documents.
Verify discrepancies and resolve clients' billing issues.
Verify information on all purchase orders.
Work with
Work closely with customer service and specialty departments.
Work closely with legal professionals to manage the e-billing process from beginning to end.
Work closely with other functional teams to ensure data quality and accuracy.
Work closely with the payroll clerk and cost analysts to ensure accurate and timely billing.
Work with external billing providers to resolve e-billing issues.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Billing Clerk:
Proficiency in accounting software and billing systems (e.g., QuickBooks, SAP).
Knowledge of billing processes, procedures, and best practices.
Familiarity with financial statements and basic accounting principles.
Data entry and numeric keypad skills.
Attention to detail and accuracy in data processing.
Understanding of billing regulations and compliance standards.
Proficiency in Microsoft Excel for data analysis and reporting.
Ability to reconcile accounts receivable and identify discrepancies.
Knowledge of financial terms and terminology.
Experience with electronic billing systems and online payment platforms.
Understanding of billing cycles and payment terms.
Ability to calculate and apply discounts, taxes, and late fees accurately.
Familiarity with billing-related documentation (e.g., purchase orders, contracts).
Knowledge of customer service principles and practices.
Basic understanding of financial reporting and analysis.
Strong problem-solving and analytical skills.
Time management and organizational abilities.
Ability to handle confidential and sensitive information.
Proficient in using office productivity tools (e.g., Microsoft Word, Outlook).
Most In-demand Soft Skills
The following list describes the most required soft skills of a Billing Clerk:
Excellent attention to detail and accuracy.
Strong written and verbal communication skills.
Customer service orientation.
Ability to work collaboratively.
Strong organizational and multitasking skills.
Analytical thinking and problem-solving abilities.
Adaptability and flexibility in a fast-paced environment.
Professionalism and integrity in handling financial information.
Effective time management and prioritization skills.
Teamwork and collaboration with cross-functional departments.
Conclusion
In the fast-paced world of finance and accounting, Billing Clerks play a vital role in ensuring accurate and efficient billing processes. Their responsibilities encompass a wide range of tasks, from invoice preparation and data analysis to customer communication and process improvement. To excel in this role, Billing Clerks need a combination of hard skills, such as proficiency in billing software and financial knowledge, as well as soft skills like attention to detail, communication, and problem-solving abilities.
