Job Description

Position Summary

We are seeking a medical and research Bookkeeping Specialist to join our team. The Bookkeeper will maintain accurate financial records, prepare timely invoices, and ensure compliant billing for clinical services and research projects. The role bridges traditional bookkeeping with the unique requirements of medical reimbursement (CMS, commercial payers) and sponsored-project accounting (NIH, NSF, industry trials).

Pay Rate: $20/hr - $25/hr

Key Responsibilities

General Bookkeeping

· Record AP/AR, journal entries, accruals, and month-end adjustments

· Reconcile bank, credit-card, and sub-ledger accounts

· Maintain the general ledger in accordance with GAAP

Medical Billing

· Generate and submit professional and facility claims (UB-04, CMS-1500) via clearinghouse/EDI

· Validate CPT/HCPCS coding, modifiers, and charge capture against documentation

· Resolve payer edits, denials, and under-payments; track A/R aging and appeal timelines

CTMS/Research/Billing

· Process investigator and vendor payments through RealTime CTMS

· Monitor and track clinical trial budgets and financial milestones

· Collaborate with clinical operations and finance to ensure protocol budget alignment

· Generate financial reports and payment summaries from RealTime CTMS

· Reconcile site payments, stipends, and expense logs with CTMS data

· Ensure compliance with clinical finance SOPs, sponsor agreements, and audit requirements

· Support invoicing, contract management, and grant tracking as needed

· Reconciling payments with EDC or CTMS platforms

Compliance & Controls

· Uphold HIPAA privacy/security, CMS regulations, and sponsor terms & conditions

· Support annual financial audits and sponsor desk reviews by providing schedules and source docs

· Maintain documented processes (SOPs) for internal control and segregation of duties

Process Improvement

· Identify billing bottlenecks, propose workflow automation, and partner with IT on EMR/ERP interface enhancements

· Produce dashboard metrics (DRO, denial rate, grant burn rate) for management review

Minimum Qualifications

● Education: Associate’s degree in Accounting, Finance, or related field

● Experience: 1 + years full-cycle bookkeeping and 1 + year medical or research billing

● Technical Skills: Accounting software (QuickBooks, NetSuite, or similar) & Intermediate Excel (pivot tables, VLOOKUP)

Preferred Qualifications

● Experience with clinical trial billing compliance (National Coverage Determination 310.1)

● Familiarity with time & effort reporting tools (e.g., Huron Effort)

● Prior work in an academic medical center, research or CRO environment

Competencies

● Strong analytical and problem-solving skills; keen attention to detail

● Ability to research and resolve complex billing discrepancies quickly

● Effective communication with clinicians, researchers, sponsors, and payers

● Capacity to handle sensitive data with discretion and maintain confidentiality

Physical & Work Environment Requirements

● Prolonged periods working on a computer; light lifting of files/boxes up to 25 lbs

● Hybrid or remote schedule possible with a reliable high-speed internet connection

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