About Zealie LLC
Zealie is a fast-growing Medical Billing company specializing in the Behavioral Healthcare industry. Our clients are substance use disorder treatment, addiction recovery, and mental health treatment centers that are saving lives on a daily basis. Our state of the art proprietary technology provides data analytics and revenue prediction tools to our clients to help them make strategic business decisions to grow their business. We are committed to delivering exceptional products and services to our clients and believe that our team plays a crucial role in achieving this mission. We are seeking motivated individuals with a desire to be a part of a winning team.
Position Summary
The Accounts Receivable Associate supports accurate and timely customer payment processing, account reconciliation, collections follow-up, and record maintenance for Zealie and TRS. This individual-contributor role works closely with the collections, customer success, and accounting teams to keep receivable records current, resolve routine discrepancies, and communicate with customers professionally. The position follows established procedures and escalates complex or sensitive account matters to the appropriate team members. The role also manages the AR email inbox for customer disputes, adjustment requests, and other concerns.
Key Responsibilities
●Maintain daily accounts receivable aging reports and related tracking tools.
●Download aging detail reports from QuickBooks and update supporting data, summary, invoice, and customer-notes records.
●Review bank activity and payment notices for ACH, wire, check, and QuickBooks payments.
●Record and match customer payments to the correct accounts and invoices in QuickBooks.
●Upload applicable bank transactions to the appropriate QuickBooks accounts and maintain related transaction logs.
●Update monthly and weekly invoice trackers with payments, credit memos, adjustments, and other account activity.
●Reconcile invoice trackers against QuickBooks and investigate routine differences.
●Send approved invoice reminders and conduct courteous customer follow-up by email, text, or phone, using account-specific instructions.
●Monitor the AR email inbox and respond to customer questions; log, categorize, and route disputes, adjustment requests, and credit memo requests to the appropriate approver, and track each to resolution.
●Maintain accurate customer account notes, payment-plan details, follow-up dates, and reminders.
●Monitor agreed payment arrangements and promptly report declined, delayed, or discrepant payments.
●Support account-status updates and offboarding coordination after final invoicing and payment confirmation. Notify the CSM team and AR accounting once final payment is confirmed.
●Escalate accounts requiring service pauses, voiding claims or authorizations, meet-and-confer activity, mediation, arbitration, or other specialized handling.
●Protect confidential financial and customer information and follow internal controls and documentation standards. This includes patient-related billing information.
Required Qualifications
●A Bachelors or Associate degree in Accounting, Finance, Accounting Technology, Business Management or Management Accounting Technology is preferred.
●Three or more years of experience in accounts receivable, invoicing, collections, cash application, dispute and adjustment handling, and related customer account or administrative role experience preferred.
●Working knowledge of accounts receivable aging, payment terms, reconciliations, and collection practices.
●Experience in US healthcare billing, revenue cycle management (RCM), or medical collections preferred.
●Experience with QuickBooks Online or similar accounting software preferred.
●Proficiency with spreadsheets and shared online documents. Advanced Excel skills (e.g., VLOOKUP/XLOOKUP, pivot tables, reconciling and cleaning data) and proficiency with Google Workspace and Tools and shared online documents.
●Strong attention to detail, organizational skills, and ability to maintain accurate records.
●Clear, courteous written and verbal communication skills.
●Ability to manage recurring deadlines, follow established procedures, and escalate issues appropriately.
Core Competencies
●Customer-focused collections
●Accuracy and attention to detail
●Customer-service mindset
●Advanced Excel and data skills
●US healthcare billing knowledge
●Professional and tactful communication
●Follow-through and accountability
●Time management and prioritization
●Confidentiality and sound judgment
●Collaboration across accounting, customer service, and operations
●Problem identification and routine issue resolution
Role Scope
This is an execution-focused, non-managerial individual-contributor role operating within established accounts receivable policies, workflows, approval limits, and escalation procedures. The Accounts Receivable Clerk / Associate maintains assigned customer accounts, advances collection activities, keeps accurate documentation, and communicates within approved guidelines. The role does not supervise employees, set collections policy, approve escalations, or independently make decisions regarding material disputes, service restrictions or suspensions, payment concessions, write-offs, or legal action. Exceptions and higher-risk matters are referred to the designated approver or leader.
Key Performance Measures
●Aging, invoice, payment-plan, and account-note records remain current and reconciled.
●Payments are posted accurately and promptly.
●Customer follow-ups are completed on schedule and in accordance with account-specific instructions.
●Discrepancies and exceptions are identified, documented, and escalated promptly.
●Payments are posted within 1 business day of receipt.
●Differences between invoice trackers and QuickBooks are cleared by month-end.
●Internal stakeholders receive timely updates on account changes and payment activity.