Revenue Cycle Manager

Job description:

Revenue Cycle Manager

The Revenue Cycle Manager will serve as a hands-on player-coach, overseeing billing, accounts receivable, accounts payable, and financial operations for ABA Therapy Partners. This role is ideal for a strategic, solutions-oriented leader who can manage day-to-day operations while identifying opportunities to streamline workflows, improve accuracy, strengthen collections, and reduce manual processes through automation and scalable solutions. The successful candidate will bring a strong understanding of revenue cycle best practices, billing requirements, authorization processes, and reimbursement rules for California regional centers, school districts, and insurance payers. Reporting directly to the CEO, this individual will play a key role in strengthening financial processes, improving revenue performance, and building the operational infrastructure needed to support the company’s continued growth.

Key Responsibilities

1. Process Improvement

• Process Mapping: Document every finance workflow end to end (session data to invoice to payment to cash to month-end close) with clear owners, inputs, outputs, deadlines, and handoffs.

• Find and Fix Friction: Identify bottlenecks, rework, duplicate entry, and error sources. Prioritize fixes by impact on the business.

• Automation: Lead automation across billing, AR, AP, and reporting using our systems (HiRasmus, Lumary, Rippling, Quickbooks, Google Workspace) and other tools as needed.

• Standard Operating Procedures: Write and maintain SOPs and checklists so any team member can be trained to run each process the same way every time.

• Controls: Build in checks that catch errors before they reach a client or vendor, with clear separation of duties and approval rules.

• Continuous Improvement: Set baselines, track improvement, and report what changed each quarter.

2. Billing

• Billing Cycle: Lead the monthly billing cycle for all clients we directly invoice, including Regional Centers and School Districts. Work directly with outsourced billing partners to drive prompt and accurate insurance client billing and collections.

• Data Integrity: Partner with the appointment rendering and scheduling teams so the data used for billing is clean and complete before billing begins. Close the gaps that cause unrendered or unbilled sessions.

• Client Billing: Convert documented sessions and session notes into invoices based on authorized hours, rates, and codes (e.g., regional center Purchase of Service agreements and school district contracts and IEPs).

• Invoice Submission: Manage submissions according to each client's requirements, and resolve discrepancies or denials quickly.

3. Accounts Receivable and Collections

• AR Management: Own the AR aging, follow up on overdue invoices, and drive down days sales outstanding (DSO), regardless of payer source or billing method.

• Cash Application: Post incoming payments accurately in our Practice Management system and reconcile them to invoices.

• Denials and Disputes: Track root causes of short pays, denials, and disputes, and fix the process upstream so they don't repeat.

• Outsourced Billing Partners: Own the relationship to drive partnership, data integrity, clean claims, prompt payment and collections.

• Self Pay / Patient Responsibility: Work with families in a professional, respectful manner to establish payment plans and otherwise collect on copays, coinsurance and other patient responsibility items.

4. Accounts Payable

• Vendor Payments: Manage vendor setup, invoice intake, approvals, and payments on a predictable schedule, meeting vendor payment terms.

• Approval Workflow: Enforce spending approval thresholds and documentation, and keep AP clean for audits.

• Spend Visibility: Track recurring spend and subscriptions. Identify savings opportunities.

5. Finance Operations

• Monthly Financial Rhythm: Define and run a monthly calendar for billing, collections, payment posting, AP, reconciliations, and close.

• Month-End Close: Support an accurate, on-time close of financials (Quickbooks) with reconciliations and clean handoff / collaboration with our CPA and accounting partners.

• Cash Management: Monitor cash position weekly and keep leadership 60 days ahead of cash needs.

• Audit and Compliance: Keep billing and payment records audit-ready and aligned with client contracts and expectations, and funder rules.

6. Analysis, Forecasting, and Reporting

• KPI Reporting: Produce weekly and monthly finance scorecards: billed vs. authorized hours, unrendered sessions, collection rate, DSO, AR aging, AP aging, cash position, and margin by client and school district.

• Forecasting: Build and maintain rolling revenue, cash flow, expense and net income forecasts. Update them as placements, rates, and staffing levels change.

• Budgeting: Support the annual budget and forecasts, and track actual performance against it.

• Business Analysis: Analyze profitability by…