Accounts Payable Manager jobs in Petersburg, VA

Title: Accounts Payable Tech

State Role Title: 19013 - Admin & Office Specialist III

Hiring Range: $35,000 - $45,000 Commensurate with experience.

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Central State Hospital

Agency Website: https://dbhds.virginia.gov/facilities/csh/

Recruitment Type: General Public - G

About Central State Hospital

Central State Hospital (CSH) is a 277 bed Joint Commission accredited psychiatric inpatient facility located in Petersburg, Virginia. CSH has proudly been serving citizens of the Commonwealth since 1870, when we opened our doors as the first psychiatric hospital in the country dedicated to the treatment of African Americans. A new and modern CSH is currently under construction on the same property, with a scheduled completion date of 2027.

CSH maintains the only maximum-security treatment facility in the state (111 beds). We also have 166 beds available for individuals in the community who need inpatient care, as well as individuals in the criminal justice system. We believe that treatment should be holistic and focused on the person’s individual needs, recognizing that recovery is not linear or the same for every person. Treatment modalities may include medication, evidence-based group and individual therapy, peer support, psychosocial rehabilitation, vocational training, preparation for court, and treatment for substance use.

Department Mission Objective

Financial Services provides a wide array of services to Central State hospital and Hiram Davis Medical Center. These services include budget/financial management; payroll and timekeeping; accounts payable; procurement, material management, & warehouse; & general administration. Financial Services is the liaison with the Department of Behavioral Health and Developmental Services and other government agencies such as the Department of Planning and Budget, Department of Accounts, Department of General Services, and the Auditor of Public Accounts to ensure compliance with state policies on campus.

Job Duties

- Receives medical bills for off campus services and determines if the individual was an inpatient in CSH/HDMC during the period services were rendered through AVATAR to determine CSH/HDMC payment liability.
- Determines type of insurance coverage the patient has through AVATAR and Palmetto and if insurance was billed and paid their portion of patient medical bills if they were a patient at our facilities during this time. Along with Coordination of benefits.
- Notifies service providers of patients’ insurance coverage if insurance had not been billed and paid their portion.
- Sends correspondence to service provider to bill insurance or to notify that our agency is not responsible due to the patient not being in our care during service dates.
- Determines balance the facility is responsible for and submits to invoice processing for payment.
- Notifies service providers of amounts that should be written off under indigent care provisions of Medicare.
- Ensures Dinwiddie EMS transport services are billed at the allowable contracted rate.
- Ensures all HIPAA laws are followed in correspondence with service providers.
- Responsible for billing functions for Community Service Boards in conjunction with Social Work department for Central State Hospital
- Create and Maintain Filing System for Community Service Boards.
- Draft, prepare, and send invoices for Community Service Boards.
- Responsible for billing functions for the Community Service Boards in conjunction with the Social Work Department for Central State Hospital
- Receives receipts from cashier’s office and match up to invoice to balance.
- Responsible for matching invoices from incoming mail, email or fax to corresponding purchase orders and receiving reports.
- Attach any credits received to respective invoices and documentation.
- Corresponds with Department Managers to request verification of invoice to ensure all work/service has been completed and the invoice is approved for payment.
- Verifying coding for budget management.
- Process invoices for payment by determining pay schedules, pay terms and requirements for prompt pay rules.
- Ensuring compliance with the terms and conditions of purchase orders/contracts and according to the state policy and procedures and Prompt Payment Rules.
- Maintain accurate balance of available funds for contracts and request additional funds prior to contract expiration.
- Staying abreast of any changes that occur against contracts.
- Ensures all invoices have proper documentation attached with 95% accuracy.
- Ensures all invoices are submitted in a timely matter to be in compliance with the Prompt Payment Act
- Distributes Bldg 111 mail at least once a day Monday-Friday
- Completes check log reconciliation by the 15th of the following month and maintain reconciliation file.
- Sorts and distributes incoming mail for Financial Services and distributes mail for the Accounts Payable outgoing mail.
- Provides assistance when Local Fund Accountant is away from the office.
- Complete receipts for badges, keys, etc
- Assist with credit card, debit card or cash pickups from Social Work department or patients.
- Completes all mandated and assigned training within established deadlines and provide required documentation of training to the Training Department and supervisor or designee for training compliance tracking.
- Respond to inquiries received for patient billing, special hospitalization, community service boards, etc. both external and internal while maintaining HIPAA laws.

Minimum Qualifications

- Knowledge of insurance clams, co-payments, deductibles, and denials
- Considerable work experience and knowledge of Medicare/Medicaid billing procedures.
- Knowledge and ability to operate a complex system of invoicing and automated accounting transactions using FMS systems
- Knowledge of Microsoft Word & Excel.
- Strong mathematical and analytical skills.
- Demonstrated ability to communicate effectively orally and in writing withal levels
- Ability to perform multiple tasks simultaneously.

Additional Considerations

- Experience with CPT Codes, collections, and patient pay responsibility (Preferred)
- Working Knowledge of patient accounts payable and billing. (Preferred)

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Central State Hospital only accepts online applications via RMS. Resumes and other documents may accompany the application but will not serve as a substitute for an application. Faxed, e-mailed, or mailed applications will not be accepted. Please refer to your RMS account for the status of your application and this position. This posting will remain open for a minimum of five (5) business days.

An extensive criminal history background investigation, not limited to employment references, drug testing and E-Verify will be conducted.

Central State Hospital offers a comprehensive benefit package to include your choice of four health insurance plans, paid life insurance and retirement plans, 12 paid holidays, annual and sick leave.

Applicants must list all relevant experience that you wish to be considered for this position. Applicants will be provided confirmation of receipt when your application and/or resume is submitted. Please refer to “Your Application” in your account to check the status of your application for this position. A fingerprint-based criminal history check and reference checks are required for the selected candidate for this position. Under Virginia Code §37.2-314 and 37.2-408.1, the Department of Behavioral Health and Developmental Services is prohibited from employing or using as volunteers, persons who have been convicted of specific “barrier” crimes or persons who may be the subject of pending “barrier” charges.

DBHDS facilities are no longer required to ensure that all staff members are vaccinated against COVID-19. However, facilities encourage and educate staff on the benefits, and continue to offer COVID-19 vaccination programs to staff, residents/clients. Employees may be required to disclose immunization status for purposes of infection prevention and/or management of outbreaks. Upon acceptance of a job offer, new recruits will be asked to disclose their vaccination status (and for those fully vaccinated, proof of vaccination) during the pre-employment process. If you have any questions, contact the Office of Human Resources.

Commonwealth’s Alternate Hiring Process: In support of the Commonwealth’s commitment to inclusion, individuals with disabilities are encouraged to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor with the Department of Aging and Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS, to get their Certificate of Disability. To obtain a Certificate of Disability go to: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800-552-5019.

Reasonable accommodations are available to persons with disabilities during the application and/or interview process per the Americans with Disabilities Act. Contact Human Resources at
(804) 524-7111 for assistance.

DBHDS is an equal Opportunity Employer. Employment opportunities are open to all regardless of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability. Minorities, Individuals with Disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY

Contact Information

Name: Central State Hospital

Phone: 804-524-7000

Email: CSHRecruitment@dbhds.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.