Collections Manager

Job Summary

Aculabs is seeking an experienced and results-driven Collections Manager to oversee accounts receivable and collections for healthcare facilities, including skilled nursing, assisted living, and post-acute care facilities.

This position is responsible for developing effective collection strategies, recovering outstanding balances, resolving complex billing issues, and maintaining strong client relationships. The Collections Manager will directly supervise the Invoicing and Collections Support Assistant and work closely with the Sales Team to communicate outstanding client balances and coordinate efforts to resolve delinquent accounts.

A key responsibility of this position is the consistent daily use and ongoing improvement of the company's CRM system to manage collection cases, document activities, track follow-ups, and establish effective escalation workflows.

The ideal candidate has a strong background in healthcare collections, knowledge of Medicare billing, proven supervisory experience, and the ability to improve collection processes while maintaining accountability for results.

Work Schedule

• Monday to Friday 8:30 am - 4:30 pm

Benefits

• Competitive pay
• Paid Time Off 
• Health insurance
• Retirement benefits
• Opportunity for growth and advancement

Responsibilities

Collections & Accounts Receivable Management

• Develop and implement collection strategies to reduce outstanding accounts receivable across all aging categories, including 30, 60, and 90+ days past due.

• Investigate billing discrepancies, insurance coverage issues, denied claims, and reimbursement concerns, particularly involving Medicare Part A and Part B.

• Identify reasons for nonpayment, negotiate payment arrangements, and recommend appropriate actions for severely delinquent accounts.

• Maintain regular communication with facility administrators, business office managers, and accounting departments to resolve outstanding balances.

• Monitor aging reports, identify collection trends, and develop strategies to reduce delinquent accounts.

• Prepare collection performance reports, account analyses, and recommendations for executive leadership.

CRM Management & Collection Workflow Improvement

• Utilize the company's CRM system daily to manage collection cases, document communications, track account activity, and ensure timely follow-up.

• Evaluate and continuously improve CRM workflows to support efficient collection processes, accountability, and visibility into delinquent accounts.

• Establish and maintain clear escalation procedures for overdue accounts, including management review, recommendations for credit holds, and referrals to external collection agencies when appropriate.

• Ensure collection cases are properly documented, assigned, updated, and progressed through the appropriate stages until resolution.

• Identify opportunities to automate reminders, follow-up tasks, escalations, and reporting within the CRM system.

• Monitor open collection cases to prevent accounts from remaining unresolved or inactive without appropriate follow-up.

• Work with internal departments to improve CRM functionality, reporting, and collection processes.

Sales Collaboration & Client Account Management

• Conduct regular reviews of accounts receivable aging reports with the Sales Team to identify outstanding balances, high-risk accounts, and clients requiring additional attention.

• Keep Sales informed of collection concerns, payment disputes, and accounts approaching potential credit holds or other escalation actions.

• Coordinate with Sales representatives when their assistance is beneficial in resolving outstanding client balances while maintaining responsibility for collection activities.

• Balance collection objectives with maintaining professional and productive client relationships.

Supervision & Department Oversight

• Directly supervise the Invoicing and Collections Support Assistant, including assigning responsibilities, monitoring performance, and ensuring timely completion of assigned tasks.

• Oversee the accurate and timely distribution of client invoices, statements, and collection correspondence.

• Establish departmental procedures and performance expectations to improve efficiency and accountability.

• Review collection activity and identify opportunities for operational improvements.

• Respond to client inquiries, conduct facility visits when necessary, and participate in quality assurance and continuous improvement initiatives.

• Travel to client facilities as needed, estimated at 10–20% of the time.

Requirements & Educations/Experience 

• Bachelor's degree in business, accounting, healthcare administration, or related field, or equivalent professional experience.

• Minimum 5–7 years of administrative, accounts receivable, or collections experience in a hospital, independent clinical laboratory, or healthcare billing environment.

• Minimum 3 years of direct experience managing delinquent accounts and collection activities.

• Previous supervisory or team leadership experience.

• Demonstrated experience using CRM systems daily to manage account activity, document follow-ups, and track collection cases.

• Experience developing or improving collection workflows, escalation procedures, and account management processes.

• Preferred: Advanced knowledge of Medicare Part A and Part B billing, the Clinical Laboratory Fee Schedule (CLFS), and long-term care reimbursement.

• Preferred: Experience with healthcare facility collections, particularly skilled nursing and long-term care facilities.

• Preferred: Experience managing complex, high-dollar accounts and financially distressed clients.

• Familiarity with CRM systems, billing software, and Google Workspace.

• Strong negotiation, analytical, organizational, and problem-solving skills.

• Ability to work collaboratively across departments while maintaining accountability for collection results.

• Self-motivated, assertive, detail-oriented, and comfortable addressing difficult financial conversations professionally.

• Ability to adapt to changing operational needs and demonstrate a willingness to learn.

• Maintain professionalism, confidentiality, and integrity in all interactions.

Aculabs is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.