Refunds & Accounting Support Specialist
About The Position
MEDvidi is an AI-powered mental healthcare platform setting a new standard for safe, effective, and scalable psychiatric care in the United States. We combine licensed providers with proprietary AI tools to deliver consistent, outcomes-driven treatment for conditions like ADHD, anxiety, depression, and more. MEDvidi's technology automates charting, follow-ups, and treatment planning, freeing providers to focus on patient care while improving efficiency and clinical quality.
Our Finance team plays a critical role in supporting the financial operations behind every patient journey. Working closely with Patient Support, Clinical Operations, and Product teams, we ensure payments, refunds, and accounting processes are accurate, efficient, and compliant while continuously improving the way we operate.
We're looking for a Financial Operations Specialist - Refunds & Accounting to join our growing Finance team. In this role, you'll investigate refund requests, support day-to-day finance operations, and collaborate across multiple teams to ensure financial processes are handled accurately and efficiently.
Work Schedule:
This role supports our US operations and follows a US-oriented schedule.
- Working hours: typically 8:00 AM - 4:00 PM PST
- Work week: Monday-Friday or Tuesday-Saturday, depending on the monthly schedule
- Saturday coverage: shared between team members on a rotating basis
- Schedule planning: prepared monthly based on workload, business priorities, and team coverage
We're looking for someone who is comfortable working US business hours and can adapt to occasional schedule changes based on operational needs.
Responsibilities
- Review, investigate, and process refund requests in accordance with company policies, SOPs, and documentation standards.
- Analyze payment history, appointment details, patient communications, provider notes, and internal records to determine refund eligibility.
- Evaluate disputes, policy exceptions, and no-show cases using sound judgment and supporting evidence.
- Maintain accurate documentation across CRM, refund trackers, and internal systems.
- Identify opportunities to resolve patient concerns before processing refunds whenever appropriate.
- Record refund-related journal entries and support day-to-day accounting activities in QuickBooks Online.
- Support Accounts Payable (AP) and Accounts Receivable (AR), including invoice reviews, payment tracking, reconciliations, and financial record maintenance.
- Prepare recurring and ad-hoc Excel and Google Sheets reports, trackers, reconciliations, and financial analyses.
- Contribute to day-to-day finance operations and support continuous process improvements.
- Collaborate with cross-functional teams to resolve operational and financial issues.
This role is not for you if
- You prefer repetitive task execution over investigating cases and making informed decisions.
- You struggle working with detailed documentation, financial records, or structured operational processes.
- You are uncomfortable working in a fast-paced environment where priorities may change.
- You prefer narrowly defined responsibilities rather than collaborating across multiple teams.
- You're looking for a traditional accounting role with minimal operational involvement.
Requirements
- 2+ years of experience in Finance Operations, Accounting Support, Billing, Payment Operations, Refund Operations, Accounts Payable (AP), Accounts Receivable (AR), or a similar finance-related role.
- Hands-on experience with QuickBooks Online or another accounting system.
- Strong Excel or Google Sheets skills, including formulas (XLOOKUP/VLOOKUP, SUMIFS/COUNTIFS), Pivot Tables, filtering, and data reconciliation.
- Experience reviewing financial transactions, payments, invoices, refunds, or customer accounts.
- Strong analytical skills, attention to detail, and the ability to investigate cases, evaluate information, and make well-reasoned decisions.
- Ability to prioritize workload, manage multiple tasks, and meet deadlines in a fast-paced environment.
- Experience working with SOPs, internal policies, and process-driven workflows.
- Strong written communication skills and confidence collaborating with cross-functional teams.
- Advanced English (C1+) and fluent Russian.
- Availability to work a US-oriented schedule (typically 8:00 AM - 4:00 PM PST).
- Ability to collaborate with us under a long-term B2B contractor agreement.
- A reliable personal computer, stable high-speed internet connection, and a suitable home office setup for full-time remote work.
Would be a plus
- Experience in Healthcare, Telemedicine, SaaS, FinTech, or subscription-based businesses.
- Experience working with Stripe or other payment processors.
- Experience handling disputes.
- Experience using CRM platforms.
- Experience improving operational processes or identifying workflow optimization opportunities.
What we offer
- Competitive compensation with long-term B2B collaboration.
- Fully remote work with the flexibility to work from anywhere while supporting our US operations.
- Health & wellbeing support - partial company reimbursement for private health insurance after the probation period, plus a monthly wellness allowance for sports and healthcare expenses.
- Generous paid time off - 19 vacation days, 3 wellness days, and paid sick leave for the first 5 working days each year.
- Supportive, collaborative culture where your ideas and process improvements are encouraged and valued.
- Recognition of life's important moments with thoughtful gifts for birthdays, weddings, and the arrival of a child.
- Team connection through regular online activities and company-sponsored offline events.
Ready to make an impact? Send us your profile - we'd love to get to know you!
MEDvidi is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and contractors. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
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