Private Pay Collections and Waiver Specialist

Location: White Bear Lake, MN (Corporate Office – In Person)
Schedule: Full-Time, Monday–Friday
Classification: Full-Time, Non-Exempt
Compensation: $35.00 per hour, depending on experience

Suite Living Senior Care is seeking an experienced Private Pay Collections & Waiver Specialist to join our corporate office team in White Bear Lake, Minnesota.

This position will play an important role in supporting residents, families, and our senior living communities with Minnesota Medical Assistance (Medicaid) programs, while also managing private-pay collections and accounts receivable responsibilities.

A primary focus of this role will be assisting residents and families with the Minnesota Medical Assistance process, including new applications, annual renewals, eligibility documentation, and ongoing follow-up. The position will also provide support with Minnesota Elderly Waiver (EW) and Community Access for Disability Inclusion (CADI) programs.

In addition to program assistance, this position will take ownership of delinquent private-pay accounts after initial billing efforts have been completed. This includes communicating with residents, families, and responsible parties to resolve outstanding balances, establish payment arrangements, and support timely collections.

The ideal candidate will have a strong working knowledge of Minnesota Medical Assistance programs, excellent organizational skills, and the ability to communicate effectively with residents, families, county case managers, and internal teams. We are looking for someone who is detail-oriented, compassionate, persistent, and comfortable balancing administrative program responsibilities with financial collections.

• Assist residents and families with the Minnesota Medical Assistance application process, including new applications and annual renewals.

• Help gather, review, and organize required financial and eligibility documentation to support applications and renewals.

• Communicate with residents, family members, responsible parties, and authorized representatives regarding application requirements, renewal deadlines, and outstanding documentation.

• Monitor application and renewal progress and follow up to help prevent delays or lapses in coverage.

• Communicate with county financial workers, case managers, and other external partners regarding application status, eligibility questions, and documentation needs.

• Assist with researching and resolving Medical Assistance-related questions and account concerns.

• Provide guidance and support to community staff regarding Medical Assistance processes and documentation.

• Assist with Minnesota Elderly Waiver (EW) and Community Access for Disability Inclusion (CADI) programs, including related documentation, account follow-up, and communication with county case managers.

• Maintain accurate records and documentation related to applications, renewals, and waiver program activity.

• Manage assigned delinquent private-pay accounts from initial collection assignment through resolution.

• Contact residents, family members, responsible parties, and authorized representatives regarding outstanding balances.

• Conduct consistent follow-up through phone calls, emails, written correspondence, and other approved communication methods.

• Discuss and negotiate payment arrangements in accordance with company policies.

• Monitor account aging and prioritize collection efforts based on outstanding balances and account status.

• Research billing discrepancies, investigate payment issues, and coordinate resolutions with the appropriate departments.

• Maintain detailed and accurate documentation of all collection activities and communications.

• Track collection progress and provide regular updates to leadership.

• Review accounts receivable aging reports and identify accounts requiring additional collection efforts.

• Coordinate with the billing department to transition unresolved balances into active collections.

• Monitor payment activity and ensure account records accurately reflect collection progress.

• Prepare account statements, payment histories, contracts, and supporting documentation for accounts requiring legal review or third-party collection assistance.

• Work with leadership and outside partners on escalated collection matters when necessary.

• Handle sensitive financial and eligibility-related conversations with professionalism, patience, and empathy.

• Build productive working relationships with residents, families, community staff, county representatives, and external partners.

• Provide clear communication and assistance to help residents and families navigate Medical Assistance requirements.

• Address account concerns and work toward practical solutions while protecting the financial interests of Suite Living Senior Care.

• Maintain confidentiality and follow company policies and procedures when handling financial and personal information.

• High School Diploma or equivalent required.

• Minimum of 2 years of experience in collections, accounts receivable, Medicaid eligibility, or healthcare financial administration required.

• Strong working knowledge of Minnesota Medical Assistance (Medicaid) programs strongly preferred.

• Experience assisting with Medical Assistance applications, annual renewals, eligibility documentation, and related processes strongly preferred.

• Experience with Minnesota Elderly Waiver (EW) and CADI programs is a plus.

• Private-pay collections experience preferred.

• Healthcare, senior living, or long-term care experience preferred.

• Experience working with county financial workers, case managers, or other government program representatives is a plus.

• Experience with PointClickCare or similar healthcare software preferred.

• Proficiency in Microsoft Outlook, Excel, and Word.

• Strong verbal and written communication skills.

• Excellent organizational skills and attention to detail.

• Ability to independently manage multiple accounts, applications, renewals, deadlines, and priorities.

The successful candidate will demonstrate:

• Strong knowledge of Minnesota Medical Assistance programs and eligibility processes.

• Experience helping individuals and families navigate applications, renewals, and required documentation.

• Professional and confident communication skills.

• Strong organizational skills with excellent follow-through.

• The ability to manage sensitive financial and personal information with discretion.

• Strong problem-solving and critical-thinking abilities.

• Patience and compassion when working with residents and families.

• Persistence and accountability when managing collections and outstanding balances.

• The ability to work independently while collaborating with community and corporate teams.