At WellNow Urgent Care, we are dedicated to delivering quality healthcare to our Urgent Care patients and Occupational Health clients. Join us in providing exceptional healthcare services and making a difference in our communities. WellNow has over 150 locations across New York, Illinois, Indiana, Michigan, Pennsylvania, and we are continuing to grow! Regardless of how quickly WellNow grows, the company is committed to keeping its promise of offering exceptional healthcare in a convenient, caring atmosphere.
WellNow is part of TAG – The Aspen Group (TAG) is one of the largest and most trusted retail healthcare business support organizations in the U.S. and supports over 20,000 healthcare professionals and team members at more than 1,300 health and wellness offices across 48 states in four distinct categories: dental care, urgent care, medical aesthetics, and animal health. Working in partnership with independent practice owners and clinicians, the team is united by a single purpose: to prove that healthcare can be better and smarter for everyone. TAG provides a comprehensive suite of centralized business support services that power the impact of five consumer-facing businesses: Aspen Dental, ClearChoice Dental Implant Centers, WellNow Urgent Care, Chapter Aesthetic Studio, and Lovet Pet Health Care. Each brand has access to a deep community of experts, tools and resources to grow their practices, and an unwavering commitment to delivering high-quality consumer healthcare experiences at scale.
Summary
The Cash Reconciliation Analyst is responsible for identifying, researching, and resolving unapplied cash within the Occupational Medicine (Occ Med) line of business. This role focuses on reducing and preventing unapplied/unidentified payment balances by tracing employer and payer remittances back to the correct invoice, account, or employee record. The Analyst works closely with employer clients, billing, and enrollment teams to determine why cash could not be automatically or immediately applied, correct the root cause, and post the payment accurately. Success in this role is measured primarily by reductions in unapplied cash balances and aging.
Essential Responsibilities:
Unapplied Cash Investigation & Resolution
Own the daily/weekly unapplied cash queue for Occ Med accounts; prioritize by dollar value and aging.
Research unapplied and unidentified payments (checks, ACH, wire, credit card, lockbox) to determine the correct employer account, invoice, or employee to which they belong.
Contact employers directly by phone or email to obtain remittance details, invoice references, or payment intent when documentation is incomplete.
Match payments to invoices when remittance advice is missing, mismatched, or references outdated account/employee information.
Post or repost cash once correctly identified; document resolution notes for audit trail.
Root Cause Analysis
Identify why payments landed in unapplied status (e.g., employer paid wrong account, lockbox scanning errors, missing remittance detail, invoice number changes, employee terminations/transfers affecting billing).
Flag and escalate systemic issues (lockbox setup, EDI 820/835 mapping errors, portal payment defaults) to Billing/IT for correction.
Track recurring employer-specific patterns that generate unapplied cash and work with Account Management to correct billing setup.
Employer & Invoice Support
Respond to employer calls and emails tied to unapplied payments, invoice discrepancies, and payment status inquiries.
Reconcile employer accounts to confirm outstanding invoices, credit balances, and correct application of prior payments.
Coordinate with Enrollment/Billing teams when unapplied cash is linked to headcount, eligibility, or rate discrepancies.
Reporting & Aging Management
Maintain and report on unapplied cash aging (e.g., 0-30, 31-60, 61-90+ days) for Occ Med specifically.
Prepare monthly summaries of unapplied cash trends, resolution rates, and top root causes for management.
Support audits by documenting how and when unapplied cash was researched and resolved.
Process Improvement
Recommend process changes to reduce future unapplied cash (e.g., remittance requirements, lockbox instructions, employer payment portal defaults).
Help build/maintain SOPs specific to unapplied cash research and resolution workflows for Occ Med.
Partner with IT/systems teams on lockbox, EDI, or payment portal configuration issues contributing to unapplied cash.
Minimum Education and Experience:
Associate's or Bachelor's degree in Accounting, Finance, Business, or related field preferred; equivalent work experience considered.
2+ years of experience in cash applications, unapplied cash resolution, accounts receivable, or revenue cycle roles.
Demonstrated experience researching and resolving unapplied/unidentified payments using remittance detail, bank records, or payer/employer outreach.
Proficiency in Excel (pivot tables, VLOOKUP/XLOOKUP, aging/variance analysis).
Strong attention to detail and independent research/problem-solving skills.
Experience with billing systems, ERP, or practice management software (e.g., Epic, Athenahealth, or similar).
Excellent written and verbal communication skills for employer-facing calls/emails regarding payment identification.
Experience in occupational medicine, healthcare billing, or employer group billing.
Familiarity with lockbox processing, EDI 835/820 remittance files, or ACH payment systems, and how errors in these feeds create unapplied cash.
Knowledge of general ledger reconciliation and basic accounting principles.
Experience with ticketing/CRM systems for tracking employer support cases and unapplied cash resolution notes.
