Financial Coordinator, Patient Financial Services, Penn Dental Medicine

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Financial Coordinator, Patient Financial Services, Penn Dental Medicine

Job Profile Title

Financial Administrative Coordinator

Job Description Summary

The Financial Administrative Coordinator works within the Patient Financial Services (PFS) department at Penn Dental Medicine (PDM). Reporting to the Manager of Patient Financial Services, this position primarily facilitates financial consultations with patients, students, and residents to present treatment plans and establish compliant payment options. The Coordinator serves as a key institutional resource for financial guidance, support, and billing training across various PDM specialty and clinical departments. Additionally, this role is responsible for regular reporting, merchant processor contract management, financial assistance administration, and account auditing to maintain revenue integrity and overall financial accuracy.

Job Description

JOB RESPONSIBILITIES:

Patient Financial Counseling & Payment Plan Administration

• Presents patients with comprehensive treatment plan payment options in strict adherence to PDM clinical practice guidelines and financial policies.
• Enters, submits, and manages patient payment plans within the practice management system (axiUm), ensuring clear and accurate documentation of consultation outcomes and financial arrangements.
• Serves as a primary liaison between clinical providers, patients, and central administration to facilitate smooth treatment acceptance and patient-focused financial experiences.

Merchant Processor Administration & Contract Management

• Enters, updates, and maintains active payment contracts in CyberSource for both Penn Dental Medicine and Penn Dental Family Practice portfolios.
• Runs regular audit reports within the CyberSource system to verify contract accuracy, monitor recurring billing cycles, and identify payment exceptions or failed transactions.

Financial Assistance & Account Adjustments

• Intake, review, and process patient applications for PDM financial assistance programs.
• Executes approved patient account adjustments in accordance with submitted adjustment request forms and institutional financial authorization limits.
• Generates and analyzes weekly audit reports covering financial assistance applications and account adjustments to ensure policy compliance and accurate reporting.

Student & Resident Education & Financial Support

• Serves as an accessible operational resource for dental students and residents, answering complex financial, billing, and insurance questions.
• Provides direct guidance and instruction to clinical providers on presenting treatment costs, navigating financial workflows, and supporting educational timelines.

Revenue Auditing & Ledger Compliance

• Conducts comprehensive monthly audits of patient accounts across both CyberSource and axiUm to ensure overall financial accuracy and ledger integrity.
• Identifies, investigates, and reports on outstanding patient balances, uncollected fees, and ledger discrepancies to support central billing operations.

Cross-Departmental Training & Professional Development

• Designs and delivers cross-departmental training sessions for clinical staff, receptionists, and providers on current and updated billing processes.
• Assists in onboarding new clinical personnel to enforce standard operating procedures regarding patient financial access.

Other Duties as Assigned

• Prepares and verifies accurate daily cash deposits in accordance with PDM cashiering policies.
• Generates regular and ad-hoc operational reports for pending treatment plans and delinquent accounts.
• Provide and maintain expertise in innovative solutions focused on the responsible stewardship of Penn Dental Medicine and its community experience.

QUALIFICATIONS:

• High School Diploma or GED required; Bachelor's degree preferred.
• 5 to 7 years of progressive experience in patient financial services, healthcare billing, or clinical administrative operations (or equivalent combination of education and experience).
• Proficiency with the axiUm electronic health record (EHR) system strongly preferred.
• Previous experience working in a healthcare environment strongly preferred; dental practice management experience highly desired.
• Hands-on experience with merchant processing platforms (e.g., CyberSource), recurring payment plan setups, and patient financial assistance workflows.
• Excellent interpersonal, organizational, and detail-oriented skills, with a proven ability to interact effectively with a diverse population of patients, faculty, students, and staff.
• Strong computer proficiency and analytical capabilities for auditing complex financial ledgers and generating operational reports.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Dental Medicine

Pay Range

$20.45 - $30.00 Hourly Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement 

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements 
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay