Job Description

Position Overview

Reporting to the Chief of Programs, the Program Analyst is responsible for managing the financial and operational relationship with external staffing agencies. This includes reviewing and validating invoices, coordinating payments, analyzing documentation, and serving as the primary point of contact for agency inquiries. The role requires a strong command of financial accuracy, assertive communication skills, and the ability to manage multiple agency relationships with professionalism and efficiency. The ideal candidate will have experience in finance, vendor relations, and documentation analysis. This position is full-time and Non-Exempt under the Fair Labor Standards Act (FLSA).

Duties and Responsibilities

• Audit agency-submitted invoices for accuracy in hours, rates, and service dates.
• Identify discrepancies such as rounding errors, overlapping services, or duplicate entries.
• Document findings and ensure corrections are made before payment processing.
• Collaborate with Accounts Payable to cross-reference agency invoices with internal records.
• Submit validated invoices to AP within 48 hours of receipt.
• Track payment status and maintain a detailed log of transactions and dates.
• Serve as the primary point of contact for agency inquiries regarding payment status or invoice issues.
• Handle urgent or complex agency calls with professionalism and firmness, especially with high-maintenance partners.
• Escalate minor requests or routine follow-ups to secondary contacts when appropriate.
• Analyze timesheets and supporting documentation to ensure compliance with contract terms.
• Provide detailed breakdowns when agencies request justification for payment adjustments.
• Communicate with admitted claimants’ parents/guardians as needed to obtain documentation necessary to facilitate agency care reimbursements/payments.
• Obtain doctors’ orders and authorizations renewals annually and ensure all documentation in agency files remains current and up-to-date.
• Assist Program families with establishing reimbursement/payment for long-term care.
• Maintain organized records of all agency interactions and invoice reviews.
• Assist with special projects and other duties assigned.
• Must maintain a high level of confidentiality and abide by HIPAA rules and regulations.

Qualifications

• Strong analytical skills with experience in invoice auditing, accounting, or finance.
• Excellent communication skills, especially in writing and over the phone.
• High attention to detail and strong organizational skills.
• Ability to manage multiple tasks and priorities effectively.
• Comfortable handling sensitive or urgent financial conversations with professionalism.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Excel and other relevant software.

Education & Experience

• 3–5 years of professional experience in finance, vendor relations, or documentation analysis.
• Experience working with external agencies or vendors preferred.
• A bachelor’s degree in finance, accounting, or a related field is preferred.

Virginia Birth Injury is an Equal Opportunity Employer. Virginia Birth Injury does not discriminate in hiring or employment practices based on race, color, religion, gender, age, sexual orientation, marital or family status, national origin, non-job-related disability, or status as a veteran.

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