Cash Reconciliation Analyst

Overview

WellNow Urgent Care is committed to delivering superior healthcare services to urgent care patients and occupational health clients. With over 150 locations across multiple states, including New York, Illinois, Indiana, Michigan, and Pennsylvania, the organization aims to consistently offer quality care in a compassionate and convenient setting. WellNow operates under The Aspen Group (TAG), a leading retail healthcare business support group that assists over 20,000 healthcare professionals across various sectors such as dental care, urgent care, medical aesthetics, and animal health nationwide.

Role Summary

The Cash Reconciliation Analyst will be tasked with identifying, investigating, and resolving unapplied cash specifically within the Occupational Medicine business line. This role prioritizes reducing and preventing unapplied/unidentified payments by accurately linking payments to corresponding invoices, employer accounts, or employee records. Collaboration with employer clients, billing, and enrollment teams is crucial to pinpoint causes of unapplied cash and ensure accurate payment posting. Key success metrics include minimizing unapplied cash balances and the duration such balances remain unresolved.

Key Responsibilities

• Manage the daily and weekly unapplied cash queue for Occupational Medicine accounts, prioritizing cases based on the amount and aging of outstanding payments.
• Perform research on unapplied and unidentified payments from sources like checks, ACH, wire transfers, credit cards, and lockbox transactions to determine the correct payee account or invoice.
• Directly contact employers via phone or email to obtain missing remittance documentation or payment intent when records are incomplete.
• Match payments with invoices in cases of missing remittance advice or outdated account information.
• Ensure payments are posted correctly with detailed documentation for audit purposes.
• Analyze root causes leading to unapplied cash, including errors in payment accounts, lockbox processing issues, missing remittance information, or changes due to employee status.
• Flag and escalate systemic issues such as lockbox setup problems, EDI mapping errors, or payment portal defaults to respective teams for remediation.
• Monitor recurring employer-specific issues contributing to unapplied balances and liaise with Account Management to rectify billing configurations.
• Respond to employer inquiries regarding unapplied payments, invoice discrepancies, and payment statuses.
• Reconcile employer accounts to confirm outstanding invoices, credit balances, and proper application of payments.
• Coordinate with Enrollment and Billing departments when unapplied cash relates to employee headcount, eligibility, or rate differences.
• Maintain aging reports of unapplied cash categorized by time intervals (0-30, 31-60, 61-90+ days) specifically for Occupational Medicine.
• Generate monthly summaries highlighting unapplied cash trends, resolution statistics, and primary root causes for management review.
• Document research and resolution activities thoroughly to support auditing.
• Propose process improvements, such as enhanced remittance requirements and lockbox instructions, to reduce future unapplied cash.
• Develop and maintain standard operating procedures tailored to unapplied cash resolution workflows.
• Collaborate with IT and systems teams on lockbox, EDI, or payment portal issues that contribute to unapplied cash.

Required Qualifications

• Associate or Bachelor's degree in Accounting, Finance, Business, or a related field preferred; equivalent practical experience is acceptable.
• At least 2 years of relevant experience in cash applications, unapplied cash resolution, accounts receivable, or revenue cycle management.
• Proven ability to research and resolve unapplied payments using remittance details, bank statements, or communication with payers/employers.
• Advanced Excel skills, including pivot tables and lookup functions, to perform aging and variance analyses.
• Strong detail orientation paired with effective independent problem-solving aptitude.
• Experience with billing systems, ERP software, or practice management tools such as Epic or Athenahealth.
• Excellent communication skills for employer engagement via phone and email.
• Familiarity with occupational medicine billing, employer group billing processes, and healthcare finance.
• Knowledge of lockbox operations, EDI remittance files (835/820), ACH payment systems and how errors create unapplied balances.
• Basic understanding of general ledger reconciliation and foundational accounting principles.
• Experience with ticketing or CRM systems for managing employer cases and documenting cash resolution.

Compensation & Benefits

• Annual salary range between $55,500 and $68,000, varying by experience and qualifications.
• Position is fully remote.
• Comprehensive benefits package including paid time off, health insurance, dental, vision coverage, and a 401(k) retirement plan with employer match.

Additional Information

Applicants residing in California should review the company’s privacy policy relevant to California employees.