The Purchasing and Billing Administrator is a multifaceted position accountable for all Billing, Purchasing, and Collections responsibilities and providing support with Client Scheduling. The scope of responsibilities of this role will be dynamic and dependent on the point in time needs of the front office. The Purchasing and Billing Administrator will be responsible for the following tasks:

Billing:

• Assist in obtaining funding (ADP, client and/or 3rd party) for client devices treatments including ensuring estimates are completed correctly, processing / submitting / correcting / resubmitting / following up on funding claims, creating/maintaining updated client financial files and maintaining prosthetic action list
• Liase with clinicians, client/families and 3rd party funders to inquire about payments and answer billing related questions
• Assesses reports regularly to identify outstanding payments
• Reviews the ADP holding report identifying approvals, non-approvals, and payments
• Process payments for dispensed items (including obtain client signatures for proof of delivery)
• Process invoices/credits using POSoft and Meditech including ADP e-billing submission

Purchasing:

• Working with the Hospital’s Senior Buyer to place orders for materials, equipment and office/workshop supplies, maintain purchase order status, track and follow up on back orders and order discrepancies
• Ensuring and maintaining stock and inventory of materials and components
• Shipping/receiving: includes notifying and distributing goods to staff, returns to suppliers and shipping devices to clients
• POSoft product database administrator

Client Appointment Scheduling:

• Front desk reception:
  • Greeting, welcoming, directing and announcing clients/families and visitors
  • Answer, screen and forward incoming phone calls and central emails while providing basic information when needed
  • Receive and sort daily mail
• Register clients
• Schedule client appointments (including clinics)
• Arrange interpreters
• Process referrals
• Appointment reminder calls
• Maintain clinicians’ Meditech scheduling calendars
• Update client demographics in database (POSoft)
• Schedule meetings, rooms, catering, etc.
• Schedule volunteers (clients, students)
• Provide administrative support to manager and team leads
• Perform other administrative duties such as process payments, create, maintain & pulling charts, filing, photocopying, issuing taxi chits for clients, etc.

Qualifications:

• Completion of Community College Diploma – Office Administration (Medical) or equivalent
• Minimum 2 years’ experience in reception/scheduling in a healthcare environment
• Superior verbal, written and listening communication skills in the English language
• Strong problem solving, customer relations, telephone etiquette and organizational skills
• Excellent coordination and time-management skills
• Ability to work in an area with a high volume of work, frequent interruptions & noise
• Demonstrated ability to work effectively in both a team environment & independently
• Discretion with regards to security and confidentiality of information
• Proven Intermediate computer knowledge of MS Office programs, electronic file management
• Meditech and/or POSoft estimate/billing experience an asset
• Tact, diplomacy, a professional demeanor and willingness to assist others
• Able to balance multiple priorities with a strong attention to detail