IPS Bill Only Specialist

Job Summary

Manages daily operations of the Bill Only department, ensuring efficient delivery and billing of Individual Patient Solution (IPS) products while assisting internal and external customers with deliveries, bill-only requests, and purchase order applications. Oversees invoicing and billing processes with accuracy and compliance with company policies and regulatory standards, addressing inquiries from customers and sales representatives. Responsibilities include monitoring and reconciling accounts, inputting billing data, and analyzing discrepancies to maintain financial accuracy. Collaboration with sales, customer service, and finance teams is essential to resolving billing issues and improving processes. Success in this role requires strong attention to detail, proficiency in billing systems, knowledge of medical device terminology, and effective communication skills.

Essential Functions, Duties, and Responsibilities

• Handles data entry and processing of IPS orders, Bill Onlys, Ship and Replace, GHX, and other EDI platform transactions, ensuring accuracy and timely updates to accelerate the billing process.
• Manages the delivery of IPS products in SAP, prepares approved Bill Onlys for invoicing, and resolves discrepancies while maintaining compliance with company policies, HIPAA regulations, and confidentiality requirements.
• Validates and replenishes surgical products, verifies ship-to and replenishment locations in coordination with sales and operations teams, and ensures batch accuracy for Bill Only orders.
• Builds relationships with sales representatives to assist with surgery product usage inquiries and supports data entry into Salesforce and SAP.
• Provides phone and email support for sales and healthcare professionals, escalating issues as needed based on priority and complexity.
• Collaborates with distribution, sales, shipping, warehouse, and carrier personnel to track and expedite deliveries while following up with hospitals and sales reps to collect purchase orders and clarify discrepancies.
• Contributes to process improvement initiatives and maintains a clean, safe, and organized Bill Only area.
• Ensures compliance with all regulatory and company standards, including HIPAA and confidentiality requirements.
• Maintains detailed records of customer interactions, transactions, and resolutions while investigating and addressing customer concerns to uphold high service levels.
• Performs additional related duties as assigned to support team objectives and operational efficiency.
• Must maintain a safe working environment

Educational and Experience Requirements

• High school diploma or equivalent.
• One year customer service experience preferred
• Proficient user of Microsoft Office applications
• Use of SAP and Salesforce preferred but not required
• Must sign a KLS Martin L.P. remote worker policy
• Must maintain a safe working environment

Knowledge, Skills, and Abilities

• Must be flexible, have personal integrity, and empathetic mindset and the ability to function effectively as a team member.
• Adhere and support KLS Martin’s quality and safety policies and procedures.
• Ability to retrieve and interpret documentation.
• Able to work in a team setting and independently under minimum supervision
• Strong interpersonal skills with the ability to effectively communicate at all levels internally as well as externally.
• Problem solving & Decision Making / Adaptability & Flexibility
• High level of customer service displaying positive attitude

Skill Requirements

• Typing/computer keyboard
• Utilize computer software (specified above)
• Retrieve and compile information
• Maintain records/logs
• Verify data and information
• Organize and prioritize information/tasks
• Operate office equipment
• Verbal communication
• Written communication
• Basic mathematical concepts (e.g. add, subtract)

Physical Requirements

• Sitting for extended periods
• Extended periods viewing computer screen
• Walking
• Reading
• Speaking
• Hear/Listen
• Maintain regular, punctual attendance
• Repetitive Motions
• Writing

Hazards

• Normal office environment

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

KLS Martin is a drug-free employer