Cryopreservation Administrative Associate

at  Shady Grove Fertility

This position is responsible and accountable for the Cryopreservation administrative daily responsibilities. Duties include but are not limited to activations and closures for the Cryopreservation storage management system. Collections, Insurance Billing, Consent document mgt- consents dispositions and reporting. Collaborate with other departments, including customer service, to resolve patient inquiries.
Responsibilities include, but is not limited to, ensuring storage of embryos, eggs, and sperm billing is processed on a daily or monthly basis, zero inventory accounts are closed in the system daily, payments are collected, disposition forms are returned and accounts are closed in the system, disputes are resolved, approved accounts are prepared and sent to collection attorney, preparing delinquent patient accounts spreadsheet; monitoring US mail & DocuSign portal for disposition forms; applying credits and adjustments; coordinating with Charge Posting to bill storage to Practice Management System.
The schedule is working M-F 7am-4pm onsite.

How You’ll Contribute: We always do whatever it takes, even if it isn’t specifically our “job.” In general, the Cryopreservation Administrative Associate is responsible for:

• Maintains excellent customer service.
• Activate new freezes in the system and charge cards on file.
• Work the Existing Freezes Pending Closure bucket in system daily.
• Issue refunds in system when applicable.
• Respond to internal staff inquiries within 24-48 hours.
• Perform general account maintenance of self-pay program billing as well as abandoned specimens.
• Works with Customer Service, Physician, Embryology and Andrology staff to resolve all patient disputes.
• Prepares monthly batch report & maintains patient delinquent outstanding accounts spreadsheet to be sent to the collection agency.
• Finalizes spreadsheet with approved outstanding accounts to be sent to collection attorney.
• Maintains storage account maintenance functions by ensuring dispositions are completed accurately, and accounts are updated when dispositions are received.
• Responsible to manage storage accounts receivable and to keep accounts over 120 days within goal.
• Responsible for all aspects of the DocuSign process as assigned, including maintaining the portal daily, file management, and transmitting disposition forms to the labs electronically.
• Advises charge posting team to bill initial freeze in the Practice Management System if patient has insurance coverage.
• Handles all cryo management projects regarding billing, collections, or resolving disputes.
• Able to work within a team setting (i.e. assisting team members and sharing knowledge)
• Maintains operations by following policies and procedures.
• Post collection agency check in system.
• Reliability: it is an essential function of this position to report to work on time for your scheduled hours, ready for work.
• Other duties as assigned.

HOW TO GET STARTED:

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• Maintains excellent customer service.
• Activate new freezes in the system and charge cards on file.
• Work the Existing Freezes Pending Closure bucket in system daily.
• Issue refunds in system when applicable.
• Respond to internal staff inquiries within 24-48 hours.
• Perform general account maintenance of self-pay program billing as well as abandoned specimens.
• Works with Customer Service, Physician, Embryology and Andrology staff to resolve all patient disputes.
• Prepares monthly batch report & maintains patient delinquent outstanding accounts spreadsheet to be sent to the collection agency.
• Finalizes spreadsheet with approved outstanding accounts to be sent to collection attorney.
• Maintains storage account maintenance functions by ensuring dispositions are completed accurately, and accounts are updated when dispositions are received.
• Responsible to manage storage accounts receivable and to keep accounts over 120 days within goal.
• Responsible for all aspects of the DocuSign process as assigned, including maintaining the portal daily, file management, and transmitting disposition forms to the labs electronically.
• Advises charge posting team to bill initial freeze in the Practice Management System if patient has insurance coverage.
• Handles all cryo management projects regarding billing, collections, or resolving disputes.
• Able to work within a team setting (i.e. assisting team members and sharing knowledge)
• Maintains operations by following policies and procedures.
• Post collection agency check in system.
• Reliability: it is an essential function of this position to report to work on time for your scheduled hours, ready for work.
• Other duties as assigned