Key Responsibilities and Required Skills for Billing Coordinator

🎯 Role Definition

The Billing Coordinator is responsible for executing end-to-end billing operations to ensure timely, accurate invoicing and efficient collections. This role coordinates with sales, accounts receivable, finance, and client teams to resolve billing disputes, reconcile remittances, and improve revenue recognition processes. The ideal candidate brings strong technical skills in billing software and Excel, demonstrated experience managing aging reports and collections, and a proactive mindset for process improvement and compliance.

📈 Career Progression

Typical Career Path

Entry Point From:

Billing Clerk or Billing Specialist
Accounts Receivable Representative
Medical Biller / Revenue Cycle Technician

Advancement To:

Senior Billing Coordinator or Billing Supervisor
Accounts Receivable Manager or Revenue Cycle Manager
Billing Manager or Finance Operations Lead

Lateral Moves:

Accounts Payable Specialist
Client Services / Customer Success Representative
Contract Administrator or Compliance Analyst

Core Responsibilities

Primary Functions

Prepare, generate and distribute accurate customer invoices on a daily/weekly/monthly schedule using billing systems (QuickBooks, NetSuite, SAP, Epic, Cerner), ensuring charge codes, tax calculations, and billing terms comply with contracts and company policies.
Review and validate billing data from sales orders, time entries, contracts and service records to ensure completeness and accuracy prior to invoice generation, reducing invoice disputes and billing rework.
Post cash receipts, insurance remittances, and electronic payments to customer accounts, ensuring proper application to invoices and maintaining balanced daily cash reports.
Maintain and analyze accounts receivable aging reports, identify delinquent accounts, and prioritize collection activities to reduce DSO (days sales outstanding) and minimize write-offs.
Conduct proactive collections via phone, email and online portals; negotiate payment arrangements, follow up on outstanding balances and escalate issues to management when necessary.
Reconcile billing statements to general ledger and sub-ledgers monthly, identifying and resolving discrepancies in collaboration with accounting and operational teams.
Research and resolve billing disputes and claim denials, documenting root cause, communicating resolutions to customers and internal stakeholders, and implementing preventive process changes.
Prepare and deliver client billing reports, statement reconciliations, and remittance summaries to key accounts and finance leadership on a scheduled basis.
Verify and process insurance eligibility and benefits or contractual pricing adjustments where applicable, coordinating with benefit verification teams or third-party payers to validate reimbursement terms.
Maintain accurate and auditable billing records, supporting documentation and electronic files for financial audits, invoicing reviews and regulatory compliance.
Implement and maintain standard operating procedures (SOPs) for billing processes, including charge entry, invoice distribution, dispute tracking and collections workflows to ensure consistency and scalability.
Collaborate with sales and contract teams to interpret pricing terms, contract amendments and service level agreements to ensure proper billing treatment and prevent revenue leakage.
Execute write-off, credit and billing correction transactions per policy, documenting approvals and ensuring timely journal entry or adjustments in the ERP system.
Monitor and report key billing KPIs, including billing accuracy rate, DSO, collection effectiveness index and dispute resolution times, and recommend process improvements to senior management.
Support month-end and quarter-end close activities related to accounts receivable, deferred revenue, and adjustments, providing schedules and reconciliations for finance and audit teams.
Manage the setup and maintenance of customer master records in billing systems, including billing addresses, billing cycle codes, payment terms, tax status and remittance instructions.
Coordinate with IT and billing system vendors on system enhancements, integrations (CRM/ERP), and automation initiatives that streamline invoice delivery, e-payments and remittance processing.
Train and provide guidance to junior billing staff and cross-functional partners on billing policies, systems usage, dispute handling and reporting standards to maintain team performance and knowledge continuity.
Prepare and submit electronic claims, explain remittance advice (EOB/ERA) postings and follow up on outstanding denials or unpaid claims for healthcare-specific billing portfolios where applicable.
Monitor compliance with tax regulations, billing-related statutory requirements and internal controls, escalating potential exposures and supporting corrective action plans.
Communicate professionally with customers, internal stakeholders and collections agencies to resolve billing inquiries, maintain strong client relationships and protect company revenue.

Secondary Functions

Support ad-hoc billing analysis and reporting requests from finance, sales and operations to inform decision-making and improve billing efficiency.
Participate in cross-functional projects to optimize revenue-cycle processes, including system upgrades, rate changes and contract onboarding.
Assist in the automation of recurring invoices, electronic remittance processing (ERAs), and electronic funds transfer (EFT) setup to reduce manual effort and processing time.
Conduct periodic audits of customer accounts and billing exceptions to identify systemic issues and propose corrective actions.
Maintain up-to-date knowledge of industry trends, billing regulations and billing software best practices to recommend continuous improvement initiatives.
Serve as point of contact for external auditors and internal control reviews related to billing and accounts receivable.

Required Skills & Competencies

Hard Skills (Technical)

Accounts receivable management and invoicing workflow expertise, including invoice generation, dispute resolution and collections best practices.
Proficiency with billing and ERP systems such as QuickBooks, NetSuite, SAP, Oracle, Epic, Cerner, Meditech or industry-specific platforms.
Strong Excel skills: pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, data validation and basic macro familiarity for efficient reconciliation and reporting.
Payment posting and remittance processing experience, including handling ACH, wire transfers, credit card reconciliation and electronic remittance advice (ERA/EOB).
Experience preparing and analyzing aging reports, reconciliation schedules, and KPI dashboards for AR performance and cash forecasting.
Knowledge of revenue recognition principles, basic GAAP treatments for billing adjustments, credits and write-offs.
Familiarity with contract pricing, discounting, tax calculations and price overrides to ensure correct billing per agreements.
Basic SQL or reporting tool competency (e.g., Looker, Tableau, Power BI) to extract and analyze billing data for root cause and trend analysis.
Experience with denial management, insurance claims follow-up and payer communication for healthcare billing environments.
Proficiency with customer relationship management (CRM) systems and integration points between CRM and ERP to ensure billing accuracy.
Strong documentation skills to maintain SOPs, audit trails, and compliance-ready billing records.
Understanding of electronic invoice delivery, e-invoicing standards and payment portals to improve receivables conversion.

Soft Skills

Exceptional attention to detail and accuracy when preparing invoices and reconciling payments.
Strong verbal and written communication skills for clear client interactions and cross-functional collaboration.
Problem-solving mindset and analytical thinking to investigate discrepancies and recommend process improvements.
Time management and organizational skills to prioritize high-volume billing tasks and month-end close activities.
Customer-service orientation with tact and professionalism when negotiating collections or resolving disputes.
Ability to work independently and as part of a team in a fast-paced finance environment.
High level of integrity and confidentiality when handling sensitive financial and customer data.
Adaptability to changing billing requirements, system upgrades and evolving regulatory landscapes.
Coaching and mentoring ability to support junior staff and ensure consistent billing practices.
Detail-oriented process improvement focus to streamline workflows and reduce manual errors.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; relevant certification in bookkeeping or billing preferred.

Preferred Education:

Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, Health Information Management or a related field.

Relevant Fields of Study:

Accounting
Finance
Business Administration
Health Information Management
Revenue Cycle Management

Experience Requirements

Typical Experience Range:

2–5 years of progressive billing, accounts receivable or revenue cycle experience.

Preferred:

3+ years in a billing coordinator, accounts receivable, or medical billing role with demonstrated success in collections, billing reconciliation, ERP/billing systems and improving AR KPIs.
Experience with industry-specific systems (healthcare: Epic/Cerner; corporate finance: NetSuite/SAP/QuickBooks) and exposure to month-end close and audit processes.