Billing Associate - Hagyard Equine Medical Institute

PetVet Care Centers' Hagyard Equine Medical Institute is currently seeking a Billing Associate to join their team!

At PetVet Care Centers, our mission is to improve the lives of animals and people — providing exceptional and compassionate care at every stage — for all the moments that matter.

Because life is better with pets.

We deliver the Ultimate Care Experience — every pet, every client, every time. That starts with a Culture of Care that supports our team members as much as the pets and clients we serve.

With more than 420 locally led hospitals and over 11,000 team members nationwide, we offer:

• Local autonomy with national support
• Career mobility and development opportunities
• A collaborative, inclusive environment where your wellbeing comes first

You care for pets. We care for you.

Position Overview

Join our team as a Billing Associate who is responsible for accurate and timely billing, payment processing, account support, and client communication while assisting with account reconciliation and resolution of billing-related inquiries.

Hagyard Equine Medical Institute in Lexington, Kentucky is an internationally recognized leader in equine medicine, combining cutting-edge technology with a collaborative team dedicated to advancing equine health and performance.

Essential Functions:

• Review and process billing tickets, ensuring accurate entry of charges, procedures, and client account information.
• Research account ownership and verify billing details to support accurate invoicing and charge processing.
• Prepare, print, distribute, and mail invoices, statements, and account copies as requested by clients or internal departments.
• Process client payments and assist with daily payment reconciliation activities to ensure accurate financial records.
• Support credit card, check, and other payment processing functions in accordance with company policies and procedures.
• Respond promptly and professionally to accounts receivable and billing-related phone calls, emails, and inquiries.
• Communicate effectively with clients, veterinarians, and internal staff to resolve billing discrepancies, payment concerns, and account disputes.
• Maintain accurate account documentation and update client records as needed.
• Assist with monitoring outstanding balances and supporting collection follow-up efforts when appropriate.
• Provide administrative and operational support for the billing and accounts receivable team.
• Participate in special projects, process improvement initiatives, and additional duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or equivalent required; associate degree in business, accounting, or related field preferred.
• Previous experience in billing, accounts receivable, customer service, or administrative support preferred.
• Previous personal or professional equine experience is preferred but not required.
• Experience with payment processing or account reconciliation preferred.
• Strong attention to detail and accuracy in data entry and financial documentation.
• Ability to manage multiple tasks and prioritize responsibilities in a fast-paced environment.
• Excellent communication and customer service skills, both written and verbal.
• Ability to maintain professionalism and confidentiality when handling sensitive financial and client information.
• Proficiency in Microsoft Office applications and ability to learn billing or practice management software systems.
• Strong problem-solving and organizational skills with the ability to work independently and collaboratively.

Schedule: Primarily Monday through Friday, approximately 8AM to 4PM. Some overtime may be required.

What We Offer
We care deeply about supporting our team members — professionally and personally. Benefits include:

• Medical, dental, and vision insurance
• Paid Parental Leave (birth, adoption, foster)
• 401(k) with discretionary contribution
• Team Member Pet Discounts
• Emotional wellbeing support — including Calm app access and 24/7 EAP
• CE stipends and career development resources
• Grant Circle — a relief fund for team members facing personal hardship
• Local hospital culture backed by national resources

The list of essential functions, as outlined in this job description, is intended to be representative of the tasks performed within this classification. The omission of any job function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.