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• And more 

The Transport Invoice Specialist is responsible for the end-to-end management of patient transport invoices across all transport modalities. This role ensures invoice accuracy, timely reconciliation, regulatory compliance, and appropriate financial documentation for patient transport services.

The Transport Invoice Specialist serves as a financial and administrative support partner to the Acute Care Transport Coordination team by managing invoice validation, discrepancy resolution, reporting, and vendor-related financial processes. This position also supports process improvement initiatives related to transport invoicing, financial controls, vendor performance, and operational efficiency.

In addition to financial responsibilities, the Transport Invoice Specialist may provide administrative or limited operational support to the transport coordination team during periods of high operational demand, staffing shortages, inclement weather, or emergency situations to help maintain continuity of operations.

Key Responsibilities

Invoice and Financial Management

• Receive, log, track, and organize patient transport invoices across all transport modalities.
• Review and validate invoice details to ensure accuracy and alignment with services rendered.
• Confirm invoice compliance with contractual agreements, memorandums of understanding, vendor expectations, and organizational policies.
• Reconcile invoice discrepancies with vendors and internal stakeholders.
• Research and resolve billing issues, missing documentation, incorrect charges, payment issues, and other invoice-related concerns.
• Maintain accurate documentation to support financial validation, regulatory compliance, internal review, and audit readiness.
• Prepare routine and ad-hoc financial reports related to transport operations, vendor billing, expenditures, and invoice trends.
• Support timely invoice processing by ensuring required information is complete, accurate, and properly documented.
• Assist with payment and invoice processing workflows to support accurate and timely vendor payment.

Process Improvement, Compliance, and Safety

• Identify trends related to invoice errors, payment delays, cost drivers, documentation gaps, and vendor performance concerns.
• Support compliance with applicable local, state, and federal regulations, as well as internal policies and procedures related to patient transport billing and documentation.
• Participate in continuous quality improvement initiatives aimed at improving the efficiency, accuracy, and safety of transport services.
• Assist with standardizing invoice workflows, documentation templates, tracking tools, and reporting processes.
• Support leadership with data collection, analysis, and reporting for vendor evaluations, contract discussions, and operational decision-making.
• Recommend process improvements to strengthen financial controls, reduce errors, and improve overall transport invoice management.

Operational Support for Transport Coordination

• Provide administrative or limited operational support to Transport Coordinators during periods of high call volume, staffing shortages, inclement weather, or emergency operations.
• Assist with documentation, communication, data entry, and information tracking to support transport coordination workflows.
• Help ensure continuity of operations during surge events or periods of increased transport demand.
• Collaborate with transport leadership, vendors, coordinators, and internal departments to support timely and accurate transport-related processes.

Emergency Preparedness Support

• Assist with emergency preparedness activities related to patient transport operations.
• Provide documentation support, invoice tracking, financial oversight, and limited coordination assistance during emergency or surge operations as needed.
• Support operational readiness during inclement weather, high-acuity events, system capacity challenges, or other emergency response situations.

Additional Responsibilities

• Perform other duties as assigned.
• Maintain professionalism, confidentiality, and accuracy in all financial and operational communications.
• Support the mission, values, and operational goals of the Acute Care Transport Coordination team.

Work Environment

Work Type: On-site position requiring work in an office or operational command center environment with face-to-face collaboration with colleagues, leadership, vendors, and operational teams.

Travel: Less than 10% travel may be required.

Minimum Qualifications

Education

• Associate degree in healthcare, business administration, finance, accounting, logistics, or a related field required.
• Equivalent combination of education, training, and relevant work experience may be considered in lieu of the degree requirement.

Experience

• Minimum of three years of experience in one or more of the following areas required:
• Prehospital healthcare
• Emergency Medical Services
• Patient transport
• Emergency communications
• Public safety
• Medical billing
• Healthcare invoicing
• Payment processing
• Invoice processing
• Revenue cycle operations
• Patient access
• Patient registration
• Healthcare logistics
• Transport coordination

Licensure

• Valid state driver’s license required.

Required Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office applications, including Outlook, Excel, and Word, for professional communication, data tracking, reconciliation, reporting, documentation, and correspondence.
• Ability to support data collection and analysis related to invoice trends, vendor performance, transport volume, payment processing, and operational reporting.
• Strong attention to detail with the ability to verify financial, operational, and vendor-related information.
• Ability to identify and resolve invoice discrepancies, missing documentation, billing inconsistencies, and payment-related issues.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing operational needs.
• Strong organizational skills and ability to maintain accurate records.
• Ability to communicate professionally with vendors, internal departments, leadership, and operational teams.
• Ability to work effectively in a fast-paced healthcare operations environment.
• Ability to maintain confidentiality when handling financial, operational, vendor, and patient-related information.

Preferred Qualifications

Education

• Bachelor’s degree in healthcare, business administration, finance, accounting, logistics, or a related field preferred.

Experience

• Three years of experience preferred in one or more of the following areas:
• Medical billing or healthcare invoicing
• Payment processing
• Invoice processing
• Revenue cycle operations
• Patient access or patient registration
• Patient transport coordination
• Healthcare logistics
• EMS or prehospital operations
• Vendor management or contract support
• Healthcare finance or operational reporting

Certification

• Emergency Medical Technician, Advanced EMT, Emergency Medical Dispatcher or Paramedic certification preferred.

Preferred Knowledge, Skills, and Abilities

• Familiarity with CMS billing codes, ambulance billing requirements, and transport provider billing practices.
• Familiarity with dispatch, scheduling, patient transport, or transport management systems.
• Familiarity with EMS logistics, patient movement workflows, ambulance vendor operations, transport resource coordination, and healthcare command center operations.
• Strong analytical and critical thinking skills, including the ability to identify discrepancies, financial irregularities, process gaps, and cost trends.
• Ability to quickly learn and navigate healthcare operational, financial, and documentation systems.
• Ability to support operational teams in dynamic, high-pressure, or time-sensitive environments.
• Understanding of patient transport operations, EMS workflows, vendor billing processes, and healthcare logistics.
• Ability to contribute to process improvement, vendor performance review, data collection, financial analysis, and operational reporting initiatives.
• Ability to maintain professionalism and accuracy when working with confidential financial, operational, vendor, and patient-related information.

PHYSICAL REQUIREMENTS (Medium Max 25lbs): up to 25 lbs., 0-33% of the work day (occasionally) Lifting 25 lbs. max; Carrying of objects up to 25 lbs.; Occasional to frequent standing & walking, Occasional sitting, Close eye work (computers, typing, reading, writing), Physical demands may vary depending on assigned work area and work tasks.

ENVIRONMENTAL FACTORS: Factors affecting environmental conditions may vary depending on the assigned work area and tasks. Environmental exposures include but are not limited to: Blood-borne pathogen exposure, Bio-hazardous waste chemicals/gases/fumes/vapors, Communicable diseases, Electrical shock, Floor Surfaces, Hot/Cold Temperatures, Indoor/Outdoor conditions, Latex, Lighting, Patient care/handling injuries, Radiation, Shift work, Travel may be required. Use of personal protective equipment, including respirators, environmental conditions may vary depending on assigned work area and work tasks.

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