Occupation Profile for Statement Clerks
Prepare and distribute bank statements to customers, answer inquiries, and reconcile discrepancies in records and accounts.
Signficant Points
- About 35 percent of these workers are employed in the health care industry.
- Most jobs in this occupation require only a high school diploma; however, many employers prefer to hire workers who have completed some college courses or a degree.
- Slower than average employment growth is expected as increased automation of billing services reduces the need for billing clerks.
Sample Job Titles
Training
- These occupations often involve using your knowledge and skills to help others. Examples include sheet metal workers, forest fire fighters, customer service representatives, pharmacy technicians, salespersons (retail), and tellers.
- These occupations usually require a high school diploma and may require some vocational training or job-related course work. In some cases, an associate's or bachelor's degree could be needed.
- Some previous work-related skill, knowledge, or experience may be helpful in these occupations, but usually is not needed. For example, a teller might benefit from experience working directly with the public, but an inexperienced person could still learn to be a teller with little difficulty.
- Employees in these occupations need anywhere from a few months to one year of working with experienced employees.
Billing clerks generally need at least a high school diploma, but many employers prefer workers who have completed some college courses.
Education and training. Most billing clerks need at least a high school diploma. However, many employers prefer to hire workers who have completed some college courses or a degree. Workers with an associate or bachelor’s degree are likely to start at higher salaries and advance more easily than those without degrees. Employers also seek workers who are comfortable using computers, especially billing software programs.
Billing clerks usually receive on-the-job training from their supervisor or some other senior worker. Some formal classroom training also may be necessary, such as training in the specific computer software used by the company. A number of community and career colleges offer certificate programs in medical billing. Courses typically cover basic biology, anatomy, and physiology in addition to training on coding and computer billing software.
Other qualifications. Workers must be careful, orderly, and detail oriented. They must be good at working with numbers to avoid making errors and to recognize errors made by others. Workers also should be discreet and trustworthy because they frequently come in contact with confidential material. Medical billers in particular need to understand and follow the regulations of the Health Insurance Portability and Accountability Act (HIPAA), which were enacted to maintain the confidentiality of patient medical records.
Advancement. Billing clerks usually advance by taking on more duties for higher pay or by transferring to a closely related occupation. Some become supervisors because most companies fill supervisory and managerial positions by promoting individuals from within the organization. Workers who acquire additional skills, experience, and training improve their advancement opportunities. With appropriate experience and education, some billing clerks may become accountants, human resource specialists, or buyers.
Nature of Work
Billing and posting clerks and machine operators, commonly called billing clerks, calculate charges, develop bills, and prepare them to be mailed to customers. By reviewing purchasing records and making or verifying calculations, they ensure that even the most complicated bills are accurate.
Billing clerks review hospital records, purchase orders, sales tickets, or charge slips to calculate the total amount due from a customer. They must take into account any discounts, special rates, or credit terms. A billing clerk for a trucking company, for example, often needs to consult a rate book to determine shipping costs. A hospital’s billing clerk may need to contact an insurance company to determine what items will be reimbursed. In accounting, law, consulting, and similar firms, billing clerks calculate client fees based on the time required to perform the service being purchased. They keep track of the accumulated hours spent on a job, the fees to charge, the type of job performed for a customer, and the percentage of work completed.
After billing clerks review all necessary information, they compute the charges, using calculators or computers. They then prepare itemized statements, bills, or invoices used for billing and recordkeeping purposes. In some organizations, the clerk might prepare a bill containing the amount due and the date and type of service; in others, the clerk might produce a more detailed invoice with codes for all goods and services provided. They might also list the items sold, the terms of credit, the date of shipment or of service, and a salesperson’s or doctor’s identification.
Computers and specialized billing software allow many clerks to calculate charges and prepare bills in one step. Computer packages prompt clerks to enter data from handwritten forms and to manipulate the necessary information on quantities, labor, and rates to be charged. Billing clerks verify the entry of information and check for errors before the computer prints the bill. After the bills are printed, billing clerks review them again for accuracy. Computer software also allows bills to be sent electronically if both the biller and the customer prefer not to use paper copies; this, coupled with the prevalence of electronic payment options, allows a completely paperless billing process. In offices that are not automated, billing machine operators produce the bill on a billing machine to send to the customer.
In addition to producing invoices, billing clerks may be asked to handle follow-up questions from customers and resolve any discrepancies or errors. Finally, all changes must be entered in the accounting records.
Work environment. Billing clerks typically are employed in an office environment, although a growing number—particularly medical billers—work at home. Most billing clerks work 40 hours per week during regular business hours, though about 16 percent work part time. Billing clerks use computers on a daily basis, so workers may have to sit for extended periods and also may experience eye and muscle strain, backaches, headaches, and repetitive motion injuries.
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