Debtors Clerk at Cancercare SA

Capturing payments, allocating payments and debt collection

Interpersonal Factor

• As a professional all services delivered needs to be in line with the Cancercare values, of CARE. Each task needs to be consistently executed whilst at all times displaying a positive influence on all stakeholders and within the general working environment. It is expected from the employee to deliver all tasks reflecting a willingness to operate outside the scope of the job description as per operational requirements. The factors below cannot therefore be reviewed in isolation.
• To display the company values: C - Compassion, A - Accountability, R – Respect, E – Ethics (CARE) 

Capturing of patient details: (ONLY FOR OSW)

• Downloading of information from Profdoc or Med-e-Mass (where access is provided.
• Requesting information from other practices.
• Verifying information and follow up of outstanding information with practices, patients and/or medical aids.
• Accurate and timeous capturing of patient details to ensure prompt payment from medical aids.

Capturing of payments

• Capturing of medical aid payments from remittances after verifying receipt thereof.
• Issuing of receipts & deposit of payments received at head office on a weekly basis.
• Issuing of receipts for direct payment deposits by patients.
• Accurate & timeous capturing of payments to decrease debtor’s days.
• Accurate & timeous depositing of payments to increase cash flow

Capturing of fees

• Capturing of chemotherapy fees on a daily basis after comparing cover sheet with attached E-Auth/SAOC billings sheets and checking E-Auth/SAOC billing sheets for errors.
• Capturing of radiation fees on a weekly basis after checking previous codes and fractions charged.
• Capturing of brachytherapy + Iodine + Thera spheres fees when it occurs.
• Capturing of Trial Fees
• Capturing of Dr Kathan’s fees when treating patients at VPH.
• Accurate & timeous capturing of fees for submission to medical aids to ensure prompt payment.

Capturing of debit journals

• Journals to write off credits.
• Reversal of discount.
• Journals to transfer payment from one account to another.
• Journals to clear Credit on account.
• Journals to reverse credit balances when refunded to Medical Aid.
• To ensure accurate patient accounts.
• To minimize credit balances.
• To adhere to company policy.
• To correct inaccurate processing of payments.

Capturing of credit journals

• Journals to write off bad debt approved by Regional Manager.
• Discount journals approved by Regional Manager or CFO.
• Correction of fees billed.
• Correction of payments captured
• Journals when payment is transferred from one account to another.
• To ensure accurate patient accounts.
• To correct inaccurate processing of fees.
• To adhere to company policy.

Debt Collection

• Following up of outstanding and incorrect authorizations with practices.
• Following up of medical aid short and non-payments due to authorization problems.
• Breakdown of all transactions on account on spreadsheet to motivate possible granting of discounts.
• To decrease debtors days and improve Cash Flow.

Account & authorization queries

• Telephonic queries from patients and medical aids.
• Email queries from various departments in branches and payment debtors / medical aids.
• Liaise with authorization departments regarding missing/pending authorization numbers / incorrect authorisations.
• Follow up on queries regarding SAOC billing sheets, ICD-10 codes and awaiting authorization numbers.
• Follow up of “returned mail” & estate letters.
• To improve professional and efficient client services and customer satisfaction.

Daily procedures

• Extract of daily audit trail.
• EDI: sending & correction of rejections and interim report.
• Accurate recordkeeping
• Accurate & timeous submission to medical aids to ensure prompt payment.

Monthly procedures

• EDI after capturing all fees and payments for month end.
• Month end backup to restore on standalone for printing of reports.
• Month end close down.
• Extraction of reports.
• Printing, email & sorting of statements.
• Issuing of credit letters.
• Issuing of final notices.
• To ensure accurate, timeous & updated patient accounts to keep patients informed.
• To ensure safekeeping of data.
• To ensure accurate information for Management Reports.
• To ensure that reimbursements are made to patients.
• To ensure payment of accounts.

Electronic/Paper Record keeping

• Filing of chemo & radiation billing sheets - Paper
• Filing of medical aid statements
• Filing of daily audit trails – Now PDF
• Filing of EDI reports – Now PDF
• Easy access to information when required.

Requirements

Required minimum education:

• Matric

Required minimum experience:

• 3 years Debtors Experience

Required minimum work-related experience:

• 2 years as Debtors including debt collection experience, Preferably in Medical Environment