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Job Req ID:  53918

Refund Specialist

General Summary/Purpose

The Refund Specialist is responsible for the processing of refunds and the resolution of credit balances.  This position will analyze the EPIC billing system to assure accuracy of payment posting and third party reimbursement.  Credits will be appropriately investigated and processed following proper accounting methods and established procedures.  The Refund/Credit Balance Specialist will interact with physicians, administration, clinical, accounting and PBS personnel to resolve credit balance issues.  Strict confidentiality of patient information, including charges, treatment plans and diagnosis will be maintained.


Specific Duties & Responsibilities

Procedural Knowledge:

  • Responsible for the processing of refunds and resolving credit balances.
  • Prepares check requests via EPIC and SAP System for accounts payable department.
  • Exchanges information with individuals outside the assigned department or institution. 
  • Ability to research and answers refund questions.
  • Responsible for the reconciliation of refunds and wire transfers to the EPIC billing system and the university revenue accounts.
  • Interacts closely with the Reconciliation and Payments staff when credit balance problems occur.
  • Accurately maintains online Refund Distribution Sheets.
  • Assists with payment posting and month-end closing.
  • All governmental refunds must be processed in thirty days or a comment placed in EPIC on the invoice.
  • Verify accuracy of refund checks and posts refund debit to the EPIC system.
  • Researches and resolves “Suspense Postings”, by contacting third party payers, JHH and other entities, by phone and in writing, to determine the correct destination for payments.


Technical Knowledge:

  • Comprehensive knowledge and compliance of HIPAA rules and regulations in the dissemination of patient Protected Health Information (PHI).
  • Exercises discretion and judgment in the resolution of credit balance issues.
  • Provides feedback regarding problems to management.
  • Working knowledge of JHU/ PBS Billing Applications.


Professional & Personal Development:

  • Participate in on-going educational activities.
  • Assist in the training of staff.
  • Keep current of industry changes by reading assigned material on work related topics.
  • Complete three days of training annually.


Department Specific Responsibilities:

Service Excellence:

  • Must adhere to Service Excellence Standards.
    • Customer Relations
    • Self-Management
    • Teamwork
    • Communications
    • Ownership/Accountability
    • Continuous Performance Improvement

Supervision of Others:




Minimum Qualifications (Required)

High School or GED, 

One year experience in medical billing or in a medical specialty area.


Additional education may substitute for required experience to the extent permitted by the  JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. *


Preferred Qualifications

  • One year of payment posting or refund/credit balance experience preferred.
  • Knowledge of professional fee billing preferred.
  • Good written and verbal communication skills preferred.
  • Knowledge of the EPIC billing System and knowledge of PCs and PC applications preferred.


Special Knowledge, Skills, and Abilities

Good organizational skills, ability to interact effectively and strong analytical.

Able to operate basic office equipment, e.g. photo copier, fax machine, scanner, PC, telephone, etc.



Classified Title: Refund Specialist 
Working Title: Refund Specialist 
Role/Level/Range: ATO 40/E/02/OC 
Starting Hourly Pay Range: $13.36 - $18.41/ Commensurate with Experience
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 am - 5:00 pm / 
Exempt Status: Non-Exempt  
Location: 20-MD:JH at Franklin Square 
Department name: 10003880-SOM Admin CPA Refunds 
Personnel area: School of Medicine


The successful candidate(s) for this position will be subject to a pre-employment background check.


If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.


The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.


During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.


The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.


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