Job Description

The Reconciliation HR Coordinator ensures financial accuracy by comparing vendor invoices to timekeeping records, contracted terms & rates, and relevant internal company records. They are responsible for investigating discrepancies and resolving billing errors, frequently acting as a liaison between accounts payable, and external vendors to maintain accurate registry logs. Actively and consistently contributes to department operations and communications, behaves in a manner consistent with the mission, vision, and values of Pipeline Health, upholding standards of AIDET (Acknowledge, Introduce, Duration, Explanation, Thank you) patient communication.

Essential Functions:

• Reviewing contractor invoices for accuracy, compliance with contract terms, rates, and approved work scope, and agreement to registry log.
• Collaborate and investigate vendor statement and timekeeping discrepancies by working with human resources, accounts payable, staffing coordinators, facility directors and vendors.
• Resolve invoice and/or timecard discrepancies and issues with vendors and internal leadership promptly and effectively.
• Tracking invoice status, maintaining documentation, and updating relevant systems to ensure audit readiness and accurate reporting.
• Provides backup support to the Central Staffing Coordinator, including onboarding clearance and data entry for contract staff
• Maintain and update registry logs, including analyzing data, removing duplicates to ensure accuracy.
• Strengthen and grow positive relationships with internal accounting team, vendors, and contractors.
• Act as backup for the Centralized Staffing Coordinator, when needed.
• Assists with other HR related projects and assignments.
• Uses clear, concise, professional communication with coworkers, patients, all customers internal and external.
• Uses AIDET in interactions with patients and family members.
• Acts with a sense of urgency when performing tasks.
• Basic unit/department maintenance such as keeping files, drawers, cabinets free from unnecessary clutter.
• Reports on any equipment and or environmental issues for repair.
• Abides by HIPAA (Health Insurance Portability and Accountability Act) regulations.
• Speaks up to stop the line and escalates potential safety events if necessary.
• Completes and attends monthly training assigned.
• Other duties as assigned.

Behavioral Standards:

• Treats everyone as their customer; utilizes scripting and other tools to ensure consistency in customer service; Expresses recognition and shows appreciation to others; fully utilizes AIDET principles; responds quickly to handle requests, complaints and questions; displays a positive attitude.
• Demonstrates the highest level of professionalism, passion and care when interacting with patients, families, physicians, and hospital staff members.
• Using a lens of equity in all aspects of patient care delivery, education, and research to promote policies and practices to allow opportunities for all to thrive and reach their potential, embracing ingenuity to service our customers.

Communication/Knowledge:

• Wears nametag properly; follows dress code policy; answers phone correctly and promptly; is prepared for meetings; meets deadlines; does not participate in gossip; acts ethically and treats others with respect; respects customer’s and co-worker’s time; establishes and maintains effective relationships with customers and co-workers.

Collaboration/Teamwork:

• Attends staff meetings; follows HIPAA guidelines; follows patient rights policy; complies with the compliance program; demonstrates knowledge of role in a disaster; demonstrates knowledge of fire and fire drill procedures; working knowledge of hospital emergency codes; always utilizes standard precautions in the clinical setting; safely manages the environment of care by demonstrating a working knowledge of the requirements of the: Life Safety program, Utilities Management program, Hazardous Materials program, Emergency Preparedness program, Safety Management program, Medical Equipment Management program, Security Management program.

Qualifications/Experience:

• Three (3) + years of experience in accounting, finance, or related field, specializing in discrepancy resolution, and reconciliation.
• Experience in interpreting contracts and employment agreements to ensure appropriate administration of various pay practices.
• Computer skills including advanced Excel skills (formulas, vlookups, pivot tables).
• Exceptional attention to detail and ability to meet strict weekly and month-end closing deadlines.
• Critical thinking, service excellence and good interpersonal communication skills, ability to read/comprehend written instructions, strong organizational skills, ability to follow verbal instructions.
• Proven capacity to learn, synthesize, make critical judgments, and work independently.