Collections Manager

Aculabs•East Brunswick Township, NJ

12d

About The Position

Aculabs is seeking an experienced, results-driven Collections Manager to oversee accounts receivable and collections for healthcare facilities, including skilled nursing, assisted living, and post-acute care facilities. The role develops collection strategies, recovers outstanding balances, resolves complex billing issues, and maintains client relationships. The Collections Manager directly supervises the Invoicing and Collections Support Assistant and works with the Sales Team to communicate outstanding balances and coordinate resolution of delinquent accounts. The position requires daily use and continual improvement of the company CRM system to manage collection cases, document activities, track follow-ups, and establish escalation workflows. The role also oversees invoice and statement distribution, collection reporting, departmental procedures, and process improvement. Travel to client facilities is estimated at 10–20% as needed. The schedule is Monday to Friday, 8:30 a.m. to 4:30 p.m.

Requirements

Bachelor's degree in business, accounting, healthcare administration, or a related field, or equivalent professional experience.
At least 5–7 years of administrative, accounts receivable, or collections experience in a hospital, independent clinical laboratory, or healthcare billing environment.
At least 3 years of direct experience managing delinquent accounts and collection activities.
Previous supervisory or team leadership experience.
Demonstrated daily CRM experience managing account activity, documenting follow-ups, and tracking collection cases.
Experience developing or improving collection workflows, escalation procedures, and account management processes.
Familiarity with CRM systems, billing software, and Google Workspace.
Strong negotiation, analytical, organizational, and problem-solving skills.
Ability to collaborate 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 willingness to learn.
Professionalism, confidentiality, and integrity in all interactions.

Nice To Haves

Advanced knowledge of Medicare Part A and Part B billing, the Clinical Laboratory Fee Schedule (CLFS), and long-term care reimbursement.
Experience with healthcare facility collections, particularly skilled nursing and long-term care facilities.
Experience managing complex, high-dollar accounts and financially distressed clients.

Responsibilities

Develop and implement collection strategies to reduce accounts receivable across aging categories, including accounts 30, 60, and 90 or more 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 actions for severely delinquent accounts.
Communicate regularly 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.
Use the CRM system daily to manage collection cases, document communications, track account activity, and ensure timely follow-up.
Evaluate and improve CRM workflows to support efficient collections, accountability, and visibility into delinquent accounts.
Establish and maintain escalation procedures for overdue accounts, including management review, credit-hold recommendations, and referrals to external collection agencies when appropriate.
Ensure collection cases are documented, assigned, updated, and progressed through appropriate stages until resolution.
Identify opportunities to automate CRM reminders, follow-up tasks, escalations, and reporting.
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.
Review accounts receivable aging reports with the Sales Team to identify outstanding balances, high-risk accounts, and clients needing 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 may help resolve balances, while retaining responsibility for collection activities.
Balance collection objectives with maintaining professional and productive client relationships.
Directly supervise the Invoicing and Collections Support Assistant, assign responsibilities, monitor performance, and ensure timely completion of tasks.
Oversee 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 operational improvement opportunities.
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.