Revenue Cycle Manager

Company Overview:

At Viva Eve, we’re redefining women’s healthcare by combining compassion, expertise, and innovation. Our mission is to create an experience where every woman feels cared for, informed, and empowered. We live by our core values every day:

- Take care of each other

- Exceed patients’ expectations

- Quality in everything we do

- Small details are huge

- Pay it forward

If you share our passion for exceptional patient care and want to join a team that brings these values to life, we’d love to meet you.

Position Summary

The Revenue Cycle Manager oversees and optimizes front-end day-to-day revenue cycle operations, including charge capture, encounter reconciliation for high-dollar services, Athena (EMR) billing workflows, coordination with an external billing vendor, and leadership of the internal patient collections function. This role establishes standards, monitors performance, measures and escalates upstream defects originating in the departments that own eligibility verification, prior authorization, and registration, and drives cross-functional process improvement to support accurate, timely, compliant billing and a positive patient financial experience.

Location: This role will commence with 4 weeks of onsite training at our Forest Hills Locations. Upon completion, there will be an opportunity to work remotely from the New York Metro Area, with onsite presence of up to 5 days per month as needed.

Reporting Relationships

Reports To: VP of Revenue Cycle Operations

Direct Reports:

- Charge Capture Specialist (1.0 FTE)

- Patient Financial Counselors (3.0 FTE)

Key Responsibilities

The Revenue Cycle Manager aligns front-end billing practices with organizational goals by ensuring clean charge capture, complete and timely claim submission, efficient Athena (EMR) workflows, and disciplined follow-through with internal teams and the external billing vendor to drive accurate, compliant, patient-centered reimbursement outcomes.

Leadership & Performance Management

Leads the Charge Capture Specialist and Patient Financial Counselors by setting clear expectations, assigning priorities, providing coaching and performance feedback, and establishing training and quality-audit routines that strengthen accuracy, accountability, and service standards. Partners closely with scheduling, registration, patient access, and clinical leaders to reinforce documentation and workflow handoffs, remove barriers to timely patient care, and resolve issues that impact patients and reimbursement.

Leadership Effectiveness Metrics (Examples)

- Training completion and competency validation (e.g., onboarding completion within 30–60 days; annual refresher completion rate).

- Quality audit performance for charge capture and patient estimate documentation (e.g., accuracy rate; error/rework rate).

- Charge entry and claim release timeliness (e.g., average turnaround time; percentage completed within defined service levels).

- Denial prevention tied to charge capture and claim submission (e.g., charge-, coding-, and timeliness-related denial rate), together with measurement and escalation of eligibility-, prior authorization-, and registration-related denials owned by other departments.

- Team productivity and backlog management (e.g., worklist aging; items closed per FTE; days to bill for clean inputs).

- Patient billing experience (e.g., billing-related complaint volume; call/portal response timeliness; satisfaction feedback where available).

- Team engagement and stability (e.g., turnover; attendance reliability; completion of coaching/1:1 cadence).

- Vendor coordination effectiveness (e.g., SLA adherence; escalation response time; recurring issue resolution rate).

Core Responsibilities

- Set and monitor charge capture and claim submission revenue cycle standards (charge entry, charge accuracy, and days to bill) to reduce denials and rework.

- Use Athena reporting and worklists to identify trends, root causes, and opportunities to improve claim quality and speed to bill.

- Establish performance expectations, training, and quality audits for charge capture, encounter reconciliation, and patient finance staff.

- Measure, report, and escalate front-end defects originating in the departments that own eligibility verification, prior authorization, out-of-network determination, and registration, providing each owning department with dollar-quantified root-cause evidence on a defined cadence.

- Hold the external billing vendor accountable to agreed service levels and KPIs, ensuring clear escalation paths and timely issue resolution.

- Maintain compliant, consistent patient billing and collections practices, including financial counseling and payment plan governance.

- Prepare actionable revenue cycle dashboards for leadership and recommend process or policy changes to improve performance.

- Design and document front-end processes: author, maintain, and version-control the standard operating procedures, workflows, and job aids for charge capture, encounter reconciliation, and patient financial counseling, and ensure each is trained to and audited against.

Charge Capture & Encounter Reconciliation

- Oversee front-end charge capture processes to ensure accurate and complete documentation of patient encounters.

- Monitor and escalate, rather than perform, eligibility verification and prior authorization, which are owned by other departments; report authorization- and eligibility-related denials, with dollars at risk, to the owning department on a defined cadence.

- Own encounter reconciliation for high-dollar services, including UFE and interventional procedures, OB deliveries, in-office procedures, and ultrasound, ensuring every service performed results in a complete, accurate, and timely charge.

- Partner with clinical, scheduling, and registration teams to reinforce documentation requirements and correct workflow handoffs.

Athena (EMR) Billing Workflows

- Serve as the subject matter expert for Athena workflows related to billing, coding, and claims submission.

- Monitor system performance, identify workflow inefficiencies, and implement process improvements.

- Train and support staff on best practices for Athena usage to maximize efficiency and compliance.

External Billing Vendor Oversight

- Act as a liaison to the external billing vendor, ensuring clear communication, adherence to contractual obligations, and alignment to performance metrics.

- Review vendor reports and KPIs, monitor claim resolution rates, and escalate issues to ensure timely root-cause correction.

Internal Patient Collections

- Oversee the internal patient collections team by setting performance expectations, providing coaching, and monitoring results.

- Develop and maintain policies for patient payment plans, financial counseling, and compassionate, compliant collections practices.

- Monitor collection performance and implement strategies to improve recovery while maintaining a positive patient experience.

Compliance & Reporting

- Ensure compliance with federal, state, and payer requirements, including HIPAA.

- Prepare and present revenue cycle performance reporting to leadership, including trends, risks, and recommended actions.

- Stay current on regulatory and industry changes impacting billing, collections, and payer policies.

Qualifications

- Bachelor’s degree in Healthcare Administration, Business, Finance, or a related field (Master’s preferred).

- 5+ years of progressive experience in healthcare revenue cycle management, including at least 2 years performing charge capture, charge review, and revenue cycle reporting directly rather than solely supervising those functions.

- Strong knowledge of Athena (EMR) workflows and revenue cycle best practices, including demonstrated ability to independently build and maintain reports, worklists, and custom data extracts in Athena or a comparable EHR/practice management system.

- Independent report-building capability is a requirement of this role rather than a preference, as the position carries its own reporting without analyst support. A candidate who demonstrates equivalent proficiency in another EHR or reporting platform will be trained on Athena-specific report configuration.

- Strong knowledge of OB/GYN billing.

- Experience with out-of-network (OON) billing.

- Experience collaborating with external vendors and managing internal teams.

- Excellent leadership, communication, and problem-solving skills.

- Ability to analyze data, identify trends, and implement process improvements.

- Experience in complex operating environments: multi-site or multi-specialty, mixed in-network and out-of-network payer arrangements, high-dollar procedural services, and delegated vendor relationships.

- Demonstrated experience designing revenue cycle processes where none existed and drafting the standard operating procedures, job aids, and training materials that make them repeatable.

- Experience operating in a lean department where the manager personally performs pre-bill audits, encounter reconciliation review, dashboard preparation, and vendor oversight.

Competencies

- Revenue cycle and front-end operations expertise (charge capture, encounter reconciliation, eligibility and prior authorization requirements, and denial prevention).

- People leadership and performance management, including coaching, training reinforcement, and quality-audit discipline.

- Data-driven problem solving (Athena reporting/worklists), with the ability to translate trends into actionable process improvements.

- Strong communication and cross-functional partnership skills to align clinical, scheduling, registration, and billing workflows.

- Vendor oversight and accountability, including KPI/SLA management, escalation, and root-cause resolution.

- High attention to detail and commitment to regulatory and payer compliance, including HIPAA and documentation standards.

- Patient-centered approach to billing communications, financial counseling, and collections practices.

- Creativity and flexibility: able to build a workable process where none exists, adapt as payer rules, volumes, staffing, and system constraints change, and reach a compliant result by a practical route when the ideal one is unavailable.

Working Conditions

Initial 4 week training will take place onsite at our Forest Hills location. Work is primarily performed remotely, with onsite presence of up to 5 days per month as needed, and involves frequent computer and phone use. The role requires the ability to manage multiple priorities, maintain confidentiality of protected health information, and collaborate across departments and with an external billing vendor to meet service and performance expectations. Remote work requires a private, secure home workspace that meets the organization’s requirements for the safeguarding of protected health information. As a condition of remote work, the employee must review, acknowledge, and sign the organization’s remote workspace and information security policy, and remain in compliance with it on an ongoing basis.

- Typical schedule is standard business hours; occasional extended hours may be required to support month-end, escalations, or operational needs.

- Prolonged periods of sitting; frequent use of a computer keyboard, mouse, and telephone.

- May require minimal lifting of office materials (up to 10 lbs.).

- Ability to work in a fast-paced environment and handle sensitive information in compliance with HIPAA and organizational policies.

Compensation and Benefits

Base Salary Range: $105,000–$115,000

Bonus: 10%

Benefits:

- Paid Time Off

- 401(k) with match

- Medical, Dental, and Vision Insurance

- Employee Assistance Programs