Private Pay Collections and Waiver Specialist

Suite Living Senior Care•White Bear Lake, MN

2d•Onsite

About The Position

Suite Living Senior Care is seeking a Private Pay Collections and Waiver Specialist to join its corporate office team in White Bear Lake, Minnesota. This in-person, full-time position supports residents, families, and senior living communities with Minnesota Medical Assistance (Medicaid) programs and manages private-pay collections and accounts receivable responsibilities. A primary focus is assisting with new Medical Assistance applications, annual renewals, eligibility documentation, and follow-up. The role also supports Minnesota Elderly Waiver (EW) and Community Access for Disability Inclusion (CADI) programs. The specialist takes ownership of delinquent private-pay accounts after initial billing efforts are complete. The role involves working with residents, families, responsible parties, and authorized representatives to resolve balances, establish payment arrangements, and support timely collections. The position requires balancing administrative program responsibilities and financial collections while communicating with county case managers, internal teams, and other partners. The position is based at the White Bear Lake corporate office and is scheduled Monday through Friday. It is classified as full-time and non-exempt, with compensation of $35.00 per hour depending on experience.

Requirements

High school diploma or equivalent.
At least 2 years of experience in collections, accounts receivable, Medicaid eligibility, or healthcare financial administration.
Proficiency in Microsoft Outlook, Excel, and Word.
Strong verbal and written communication skills.
Excellent organizational skills and attention to detail.
Ability to independently manage multiple accounts, applications, renewals, deadlines, and priorities.

Nice To Haves

Strong working knowledge of Minnesota Medical Assistance (Medicaid) programs.
Experience assisting with Medical Assistance applications, annual renewals, eligibility documentation, and related processes.
Experience with Minnesota Elderly Waiver (EW) and CADI programs.
Private-pay collections experience.
Healthcare, senior living, or long-term care experience.
Experience working with county financial workers, case managers, or other government program representatives.
Experience with PointClickCare or similar healthcare software.
Professional and confident communication skills.
Strong problem-solving and critical-thinking abilities.
Patience and compassion when working with residents and families.
Persistence and accountability when managing collections and outstanding balances.
Ability to work independently while collaborating with community and corporate teams.
Ability to handle sensitive financial and personal information with discretion and strong follow-through.

Responsibilities

Assist residents and families with new Minnesota Medical Assistance applications and annual renewals.
Gather, review, and organize financial and eligibility documentation for applications and renewals.
Communicate application requirements, renewal deadlines, and documentation needs to residents, families, responsible parties, and authorized representatives.
Monitor application and renewal progress and follow up to help prevent delays or lapses in coverage.
Communicate with county financial workers, case managers, and external partners about application status, eligibility questions, and documentation needs.
Research and resolve Medical Assistance-related questions and account concerns.
Provide community staff with guidance and support on Medical Assistance processes and documentation.
Assist with Minnesota Elderly Waiver (EW) and Community Access for Disability Inclusion (CADI) programs, including documentation, account follow-up, and communication with county case managers.
Maintain accurate records relating to applications, renewals, and waiver program activity.
Manage assigned delinquent private-pay accounts from initial collection assignment through resolution.
Contact residents, families, responsible parties, and authorized representatives about outstanding balances.
Conduct follow-up by phone, email, written correspondence, and other approved methods.
Discuss and negotiate payment arrangements in accordance with company policies.
Monitor account aging and prioritize collection efforts based on balances and account status.
Research billing discrepancies, investigate payment issues, and coordinate resolutions with appropriate departments.
Document collection activity and communications accurately and in detail.
Track collection progress and provide regular updates to leadership.
Review accounts receivable aging reports and identify accounts needing additional collection efforts.
Coordinate with billing to transition unresolved balances into active collections.
Monitor payment activity and ensure account records reflect collection progress accurately.
Prepare account statements, payment histories, contracts, and supporting documents for legal review or third-party collection assistance.
Work with leadership and outside partners on escalated collection matters when necessary.
Handle sensitive financial and eligibility conversations professionally, patiently, and empathetically.
Build productive working relationships with residents, families, community staff, county representatives, and external partners.
Provide clear communication and assistance to help residents and families navigate Medical Assistance requirements.
Address account concerns and seek practical solutions while protecting Suite Living Senior Care’s financial interests.
Maintain confidentiality and follow company policies and procedures when handling financial and personal information.