[Remote] Clinical Trials Billing and Collections Analyst - Remote

Note: The job is a remote job and is open to candidates in USA. City of Hope is a transformative organization dedicated to changing lives in the fight against cancer and other life-threatening illnesses. The Clinical Trials Billing and Collections Analyst coordinates key components of the clinical trial revenue cycle, focusing on aged accounts receivable and supporting timely cash collections for clinical trials.

Responsibilities

• Manage an assigned portfolio of aged clinical trial A/R, prioritizing older aging and payment-term compliance; proactively identify overdue invoices and initiate sponsor/CRO follow-up and escalation
• Produce and interpret A/R aging outputs (e.g., Invoice Aging Report) to support prioritization, outreach targeting, and leadership reporting
• Identify and maintain accurate sponsor billing contacts (Sponsor/CRO/AP portals, study contacts, contract details) to support timely collections activity
• Document outreach activity, sponsor responses, and expected payment timing; coordinate with internal stakeholders for escalations where needed
• Investigate unapplied or unidentified sponsor payments (e.g., clearing account items in various Accounting logs) by obtaining remittance details, verifying whether they should be allocated to Clinical Trial Finance, and associating them with the correct study/invoice activity
• As needed, log sponsor payments in PeopleSoft in alignment with the PeopleSoft Deposit Memo process, including key tracking dates (payment received, deposited, reconciled) and required identifiers
• As needed, apply sponsor payments to invoiceable items in our Clinical Trials Management System (OnCore) and reconcile outstanding balances, including partial payments, withholding balances, and item-level reconciliation
• Compile recurring A/R and cash-application metrics for operational and financial reporting; identify trends and recommend process improvements to reduce future aged A/R and unapplied cash accumulation
• As needed, assist Managers and Directors within the Clinical Finance department with monthly analysis of clinical trial accounts for financial reporting purposes to the Clinical Trials Office, while ensuring accurate financial statements are presented to investigators, business managers and other internal departments
• Assist with clinical trial financial accounting projects, including, but not limited to rapid improvement events. Participate in process improvement initiatives to streamline invoicing-to-cash workflows and strengthen controls that prevent aging and unapplied cash
• Assist with policies and procedures, both design and implementation, as they relate to general process improvements in the clinical trial billing and financial management space
• In addition to collections responsibilities, may be assigned a designated clinical trial portfolio to perform broader clinical trial financial management activities (invoicing, internal fund flow coordination, expense/revenue posting, account reconciliation, and closeout) in support of departmental coverage needs
• With respect to assigned clinical trial portfolios or special requests, regularly review contracts/budgets, create/maintain study calendars and gather data from study teams, and/or utilize OnCore data to post revenue and expenses to clinical trial accounts
• Ensure timely clinical trial account invoicing to sponsors by matching protocol driven procedures with patient accruals/data entry which yields expected reimbursements to City of Hope
• With respect to assigned clinical trial portfolios or special requests, ensure timely deposit, correct allocation, payment reconciliation, and distribution of revenue (via internal recharges / fund flow). Resolve account balance discrepancies between sponsors and/or COH departments. Manage internal cash flow disbursements in a timely manner and in accordance with approved internal documentation (e.g., budgets, contracts, financial plans). Notify Principal Investigators and other internal clinical trial-related COH departments of internal fund flow results as needed
• Work with Accounts Payable to process and ensure timely payments are made to various internal groups, external vendors, patients, and sub-sites based on contractual obligations
• Monitor individual clinical trial cost center activities (revenue and expense) on an ongoing basis and reconcile cost center balances and the end of a trial to ensure timely account closure per internal policy
• Perform other related duties as assigned or requested

Skills

• Bachelor's degree; 3 additional years of experience plus the minimum experience requirement may substitute for minimum education
• 3+ years related experience or 2+ years related experience with position-related post graduate degree

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