Revenue Cycle Manager

Job description:

Revenue Cycle Manager

The Revenue Cycle Manager will serve as a hands-on player-coach, overseeing billing, accounts receivable, accounts payable, and financial operations for ABA Therapy Partners. This role is ideal for a strategic, solutions-oriented leader who can manage day-to-day operations while identifying opportunities to streamline workflows, improve accuracy, strengthen collections, and reduce manual processes through automation and scalable solutions. The successful candidate will bring a strong understanding of revenue cycle best practices, billing requirements, authorization processes, and reimbursement rules for California regional centers, school districts, and insurance payers. Reporting directly to the CEO, this individual will play a key role in strengthening financial processes, improving revenue performance, and building the operational infrastructure needed to support the company’s continued growth.

Key Responsibilities

1. Process Improvement

• Process Mapping: Document every finance workflow end to end (session data to invoice to payment to cash to month-end close) with clear owners, inputs, outputs, deadlines, and handoffs.
• Find and Fix Friction: Identify bottlenecks, rework, duplicate entry, and error sources. Prioritize fixes by impact on the business.
• Automation: Lead automation across billing, AR, AP, and reporting using our systems (HiRasmus, Lumary, Rippling, Quickbooks, Google Workspace) and other tools as needed.
• Standard Operating Procedures: Write and maintain SOPs and checklists so any team member can be trained to run each process the same way every time.
• Controls: Build in checks that catch errors before they reach a client or vendor, with clear separation of duties and approval rules.
• Continuous Improvement: Set baselines, track improvement, and report what changed each quarter.

2. Billing

• Billing Cycle: Lead the monthly billing cycle for all clients we directly invoice, including Regional Centers and School Districts. Work directly with outsourced billing partners to drive prompt and accurate insurance client billing and collections.
• Data Integrity: Partner with the appointment rendering and scheduling teams so the data used for billing is clean and complete before billing begins. Close the gaps that cause unrendered or unbilled sessions.
• Client Billing: Convert documented sessions and session notes into invoices based on authorized hours, rates, and codes (e.g., regional center Purchase of Service agreements and school district contracts and IEPs).
• Invoice Submission: Manage submissions according to each client's requirements, and resolve discrepancies or denials quickly.

3. Accounts Receivable and Collections

• AR Management: Own the AR aging, follow up on overdue invoices, and drive down days sales outstanding (DSO), regardless of payer source or billing method.
• Cash Application: Post incoming payments accurately in our Practice Management system and reconcile them to invoices.
• Denials and Disputes: Track root causes of short pays, denials, and disputes, and fix the process upstream so they don't repeat.
• Outsourced Billing Partners: Own the relationship to drive partnership, data integrity, clean claims, prompt payment and collections.
• Self Pay / Patient Responsibility: Work with families in a professional, respectful manner to establish payment plans and otherwise collect on copays, coinsurance and other patient responsibility items.

4. Accounts Payable

• Vendor Payments: Manage vendor setup, invoice intake, approvals, and payments on a predictable schedule, meeting vendor payment terms.
• Approval Workflow: Enforce spending approval thresholds and documentation, and keep AP clean for audits.
• Spend Visibility: Track recurring spend and subscriptions. Identify savings opportunities.

5. Finance Operations

• Monthly Financial Rhythm: Define and run a monthly calendar for billing, collections, payment posting, AP, reconciliations, and close.
• Month-End Close: Support an accurate, on-time close of financials (Quickbooks) with reconciliations and clean handoff / collaboration with our CPA and accounting partners.
• Cash Management: Monitor cash position weekly and keep leadership 60 days ahead of cash needs.
• Audit and Compliance: Keep billing and payment records audit-ready and aligned with client contracts and expectations, and funder rules.

6. Analysis, Forecasting, and Reporting

• KPI Reporting: Produce weekly and monthly finance scorecards: billed vs. authorized hours, unrendered sessions, collection rate, DSO, AR aging, AP aging, cash position, and margin by client and school district.
• Forecasting: Build and maintain rolling revenue, cash flow, expense and net income forecasts. Update them as placements, rates, and staffing levels change.
• Budgeting: Support the annual budget and forecasts, and track actual performance against it.
• Business Analysis: Analyze profitability by client, district, and service line, model the impact of rate changes and new contracts, and support pricing and growth decisions.
• Ad Hoc Analysis: Answer leadership's financial questions quickly with clear, data-centered analysis.

7. Team Leadership and Collaboration

• Supervision: Lead billing and finance specialists, providing training, feedback, and clear workflows.
• Cross-Functional Partnership: Work closely with clinical operations, scheduling, HR, and leadership so finance processes fit the realities of the business.

Knowledge and Experience Requirements

• Revenue Cycle Management: Minimum of 5 years of experience in revenue cycle management, healthcare or behavioral health billing, or a comparable financial operations role.
• California Regional Center and School District Billing: Minimum of 3 years of experience billing California Regional Centers under the Department of Developmental Services (DDS) and 3 years of experience with school district billing. Demonstrated knowledge of authorization verification, unit-based billing, documentation requirements, reimbursement rules, and billing compliance. Experience with insurance billing and the Self-Determination Program (SDP) is preferred.
• Accounting and Financial Operations: Minimum of 5 years of experience directly managing accounts receivable (AR), accounts payable (AP), cash application, account reconciliations, and month-end close processes.
• Process Improvement and Automation: Demonstrated success evaluating and redesigning workflows, improving billing accuracy, reducing denials and errors, shortening collection cycles, and implementing process improvements or automation to increase efficiency.
• Financial Analysis and Reporting: Advanced spreadsheet skills, with experience developing financial forecasts, reporting dashboards, performance metrics, and financial models to support business decisions.
• Systems and Technology: 3+ years experience with accounting, billing, payer portals and practice-management systems. Familiarity with Lumary and Rippling is preferred. Experience with Lean, Six Sigma, or other continuous improvement methodologies is a plus.

Education

• Bachelor’s degree in Accounting, Finance, Business Administration, Healthcare Administration, or a related field preferred. Equivalent relevant experience may be considered.

Core Competencies and Soft Skills

• Analytical and Detail-Oriented: Strong analytical, problem-solving, and organizational skills, with a high degree of accuracy and attention to detail.
• Continuous Improvement Mindset: Takes a proactive, hands-on approach to identifying inefficiencies, challenging existing processes, and developing scalable solutions rather than relying on the status quo.
• Communication and Collaboration: Communicates financial information, performance trends, and operational issues clearly to both finance and non-finance stakeholders.
• Ownership and Accountability: Demonstrates initiative, drives resolution to conclusion, and takes ownership of revenue cycle performance, accuracy, and process outcomes.
• Integrity and Confidentiality: Handles sensitive financial, employee, and client information with discretion and professionalism.
• Adaptability and Growth Orientation: Thrives in a fast-paced, evolving organization and can build, improve, and scale processes to support continued business growth.

Company Benefits:

After 90 days, full-time exempt employees will be eligible for health insurance, dental, vision, company paid life insurance, 401k, and unlimited PTO.

Good Faith Salary Rangefor this position is $70,000 to $80,000 annually.

Our client is an Equal Opportunity Employer. We prohibit discrimination and harassment of any kind based on race, color, religion, religious creed (including religious dress and grooming practices), sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, sexual orientation, marital status, age (40 and over), national origin, ancestry, physical or mental disability, medical condition, genetic information, military and veteran status, cannabis use (off-duty), or any other characteristic protected by federal, state, or local laws. All employment decisions are based on business needs, job requirements, and individual qualifications.

Reasonable Accommodation: Our client is committed to providing reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of their position. If you require a reasonable accommodation during the application process or employment, please contact Human Resources.

Disclaimer: This job description is intended to provide a general overview of the position and is not intended to be an exhaustive list of all duties, responsibilities, or requirements. Duties and responsibilities may change based on organizational needs, and employees may be asked to perform other related duties as assigned.

Originally posted on Himalayas