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University of Washington REFUND SPECIALIST (Fixed Duration/Temporary) in Seattle, Washington

Req #: 236128


Appointing Department Web Address:

Posting Date: 07/10/2024

Closing Info: Closes On 07/18/2024

Salary: $3861.00 - $5521.00 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.

The School of Dentistry's Finance and Accounting Office has an outstanding opportunity open for a Temporary Refund Specialist (Patient Account Representative 2).

The School of Dentistry finance and accounting team supports all finance related matters of the School of Dentistry including clinical accounting and cash handling for 13 dental clinics. Our team collaborates in a fast-paced environment with a high volume of insurance and patient revenue, while managing a complex clinical management system. The School of Dentistry finance and accounting team serves diverse populations, and we are equally committed to supporting diversity and inclusion in the workplace.

The Finance and Accounting office at the School of Dentistry (SoD) provides accounting support for the Dean’s Office, departments, and patient-care clinics throughout the School of Dentistry. In the clinical accounting area, this includes supervising staff who provide cash handling support, insurance and patient payment processing and posting, insurance and patient refunds processing and posting, claims processing, and patient statement processing for clinical activities generating annual revenues of approximately $20 million. The Refund Specialist will perform a variety of moderately complex fiscal tasks such as analyzing patient accounts and our clinical management system to determine overpayments.

Under general supervision of the Accounting Supervisor, the Refund Specialist will process and post a variety of payments including personal checks and credit card payments, insurance payments and electronic funds transfers to a patient database; locate, download, and file Electronic Remittance Advice/Explanations of Benefits as well as use them to allocate payments appropriately; reconcile payments and verify accuracy of allocation activity; prepare deposits and ACH activity reports; determine, post, and allocate adjustments according to contractual agreements and department policies and procedures; prepare and post refunds to patients, insurance payers, and third parties; maintain appropriate fiscal record keeping; and respond to inquiries from School of Dentistry staff.

This role requires understanding of accounting, insurance processes and some understanding of dentistry. This position must be able to communicate clearly and effectively with all levels of staff throughout the School.


• Prepare daily Automated Clearing House (ACH) activity and Cash Transmittal reports. • Analyze patient payment and charge records for inaccuracies and assist in formulating corrective action if necessary. • Obtain insurance Explanations of Benefits (EOB) from several sources, maintain database of insurance payments and all of ACH reports. Organize documentations and reconcile to the School clinical management system. • Process, post, and allocate insurance adjustments according to ERA/EOB, contractual obligations, and School of Dentistry policies and procedures. • Reconcile payments from a variety of sources including internal transfer, electronic funds transfer, physical checks, and credit cards. • Contact insurance company representatives for clarification on both EOBs received and payments received. • Prepare specialized report for denial management function. Analyze data and post $0 pay remittance from a variety of insurances. • Working with Cash Application supervisor to develop a process for denial management and zero payments. Provide recommendations for process improvements for Insurance refunds workflow. • Maintain accurate records and notes for refunds generated and actions taken. Manage refunds documentation according to the School’s policy. • Communicate and coordinate with staff, physicians, students, patients, and insurance company representatives in order to resolve issues and refunds. • Identify errors in payment posting, account adjustments and/or charge entry and coordinate resolution with appropriate staff, physicians, or students. • Prepare refunds to patients, insurance companies, and third parties as appropriate including supporting documentation and correspondence. • Submit reports to UW Accounts Payable department and coordinate refund check generation. This includes follow-up communications, request to cancel and reissue of a stale date check. • Perform related duties as required.

Additional Responsibilities:

• Maintains confidentiality of all medical, financial or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize the privacy of patients. • Accesses and uses the minimum necessary patient identifiable information to perform job responsibilities and duties and only for authorized purposes.


High School graduation or equivalent AND two years of experience in patient accounting, customer service, or a related office environment


Equivalent education/experience.

Application Process:

The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter, and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.