Deductions Specialist

POLYMEDCO, INC • Cortlandt, NY

55d

About The Position

Reporting directly to the Corporate Controller, the Deductions Analyst will manage and process chargeback claims from distributors, maintain accurate pricing and eligibility data for all distribution customers and shipping locations, and ensure compliance with contractual agreements. This role is critical for protecting margins in our diagnostic business, where we control end-user pricing and provide fixed margins to distributors. You will collaborate with sales, finance, and customer service teams to resolve issues efficiently, driving accurate margins and cash collections with our Distribution partners.

Requirements

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
• Minimum 2-5 years in chargeback management or processing within the medical device, diagnostics, or pharmaceutical industry.
• Minimum 5 years of relevant experience in finance, AR, or contract administration.
• Proven familiarity with distributor agreements, reimbursement flows, and chargeback processes required.
• Strong analytical and problem-solving skills with exceptional attention to detail.
• Expert proficiency in Microsoft Excel for high-volume data analysis; experience with ERP systems (e.g., SAP, Acumatica, Model N, Vistex, or iContracts) and EDI tools.
• Excellent written and verbal communication skills for cross-functional and external collaboration.
• Ability to prioritize and manage multiple tasks in a fast-paced, small-company setting.
• Strong organizational and time management abilities.
• Deep understanding of chargebacks and guaranteed margin models in the medical diagnostics or device industry, including distributor relationships, GPO relationships, and related pricing models.
• Knowledge of regulatory requirements (e.g., FDA compliance) and best practices for chargebacks, rebates, and financial controls.

Nice To Haves

• Relevant certifications are a plus.
• Experience with Cardinal, Medline & McKesson strongly preferred. GPO pricing administration experience preferred.

Responsibilities

• Chargeback Processing: Review, validate, and process distributor chargeback claims (including EDI 844/849/867 reports) per company policies and agreements. Ensure documentation, approvals, and audit-ready records are maintained before issuing credits or disputes.
• Discrepancy Resolution: Investigate root causes of chargebacks by analyzing sales data, contract terms, and claims. Partner with accounts receivable, sales, finance, operations, and distributors to resolve issues, prevent recurrences, and implement corrective actions.
• Data Management: Maintain precise records of chargeback transactions in financial systems; monitor pricing structures, eligibility rules, and inheritance logic to ensure accuracy.
• Contract Compliance: Review distributor contracts for adherence; recommend amendments or updates to optimize terms. Support contract renewals, terminations, and eligibility changes.
• Communication and Partnership: Function as the main contact for distributors on chargeback inquiries, providing timely, professional responses. Build strong relationships to improve upstream data quality and reduce disputes.
• Reporting and Analysis: Generate reports on chargeback trends, discrepancies, and performance metrics; identify opportunities for process improvements and share insights with sales and leadership to enhance distributor relationships and margins.
• Process Improvement: Contribute to transitioning from manual to more automated chargeback processes, including EDI enhancements and integration with ERP systems.
• Support to Sales team: Work with Sales leads on Distribution trends across portfolio offering insights to improve product penetration.
• Other Process Support: Role will have opportunity to expand beyond chargebacks for other customer applications such as Cost per Reportable controlling with Kaiser and the Veteran’s Administration.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 11-50 employees