Billing and Cashier In-charge

The Billing and Cashier In-charge determines patient invoices by capturing services noted in the patient chart; and clarifying services with physicians or medical practitioners. He/she must also provide information requested by patients regarding their billing and is responsible for handling payments from patients, and clients and issuing necessary receipts-all while ensuring that all charges are reconciled with cash-on-hand. Monitors outstanding balances to ensure each account is paid on time and in full; answers questions for patients, solve their issues and keep them updated with relevant account information.

ESSENTIAL DUTIES & RESPONSIBILITIES:

1. Performs job functions consistent with the Cure Philippines vision and mission statements and shared goals and values.

Cashiering:

1. Receives payment from various entities as but not limited to the following:

• Out-patient and in-patient based on charges from varied units such as but not limited to Operating Room, Ward, Pharmacy, Laboratory, PT, X-ray, and other related medical units. 
• Ancillary services like food orders and other services rendered;
• Employee’s cash payment like cash returned from cash advances, loan payments, and other related transactions; 
• Government funding agencies claims;
• Private institutions/companies' claims or donations; and
• Other payments related to and for hospital transactions  

1. Issues receipt/s at all times from received cash, check, fund transfers and electronically transact payments like debit/credit card, G-cash, and the like; releases receipts in chronological order; fill-outs completely and accurately, the following receipts are, VAT-registered Official Receipts, VAT-registered Cash Invoices, and Acknowledgement Receipts.
2. Prepares and generates daily cashiers’ reports after posting issued receipts data using the hospital application system called Bizbox; arranges completely and in an orderly manner all issued receipts for the day and attached to the daily cashier’s report including complete copies of canceled receipts.
3. Counts cash on hand at the end of every business hour and duly reconciles with the daily cashier's report; endorses the same to the Accounting Supervisor for validation of counted cash with attached documents and safekeeping before depositing to the bank.
4. Encodes journal entries accurately with a brief and concise explanation based on the accounts generated in the daily cashier’s report specifically for cash transactions using the financial application system called as Xledger.
5. Counts cash on hand the emergency room (ER) funds at the ER/Ward Room with the dayshift Nurse on-duty before opening the cashiering services; reports to the Accounting Office any accounted expenses of the ER Funds with supporting documents subject to cash replenishment; endorses and counts cash on hand the replenished ER funds with the nightshift Nurse on-duty after closing the cashiering services.
6. Updates daily the reports in Google sheet format and to be viewed/downloaded freely/openly by the Accounting Staff for reference and validation of journal entries, the following:
   1. Cash Receipts Report
   2. Donation Report
   3. Pharmacy Cash Invoices Report
   4. Other necessary reports as the need arises.
7. Acts and performs Billing In-charge duties and responsibilities during slack hours of cashiering works and in her/his absence; works hand-on-hand with Billing In-charge making sure reports are submitted at the prescribed period. In the same manner, must be will-oriented with the basic PHIC processing of documents and updating records in the Bizbox PHIC portal application system.
8. Secures official username and passwords at all times from anyone for any unauthorized access using your account, to avoid legal action/obligation and to protect the integrity of the hospital data and records. 
9. Compiles and achieves all relevant documents and records of the cashiering section in an orderly manner, chronologically arranged, safely kept, and well protected from any form of damage. It is easily retrieved in cases of verification, reviews, and audit purposes; these include complete copies of canceled receipts. Records should be preserved with utmost confidentiality. 

Billing:

1. Monitor daily the Hospital Application System for possible may-go-home (MGH) patients and OPD patients. Processing of hospital bills from charging, reviewing, updating, and finalizing should all be done using the official Hospital Application System called Bizbox.
2. Reviews, updates, and compiles completely all charges of MGH and OPD patients from various charging units as deemed applicable, such as:
   • Ward Room
   • Pharmacy
   • Laboratory
   • Operating Room
   • X-ray
   • Physical Therapy
   • and among others
3. Reviews and updates charges of individual MGH or OPD patients as deemed applicable such as:
   • Room rates
   • PHIC claims for hospital bills and Physician professional fees based on RVS code using the PHIC Bizbox Portal as indicated in the blue and green form.
   • and among others
4. Prepares supporting documents such as statements of accounts, promissory notes, and other documents relevant to the application of government assistance (DSWD, Lingap, PCSO, OVP, and other local government units) of patients in coordination with the social workers.
5. Prepares an updated and accurate statement of accounts (SOA) of individual patients duly signed by the Accounting Supervisor and/or Finance Director for the processing of PHIC claims in coordination with the PHIC Specialist.
6. Records the received guarantee letters and vouchers from government agencies as adjustments to individual patient statements of accounts (SOA) using the Bizbox; prepares and encode accurate journal entries of the adjustment made using the Xledger system; submits all journalized SOA at the Accounting Office for review and posting, thereafter. 
7. Prepares and posts daily journal entries of data on Statement of Account (SOA) for accounted revenue, physician professional fees, and patient discounts with a brief and concise explanation of entries made using the financial application system called Xledger; submits all journalized SOA at the Accounting Office for review and posting, thereafter.
8. Updates the patient SOA with the received cash assistance from local government units and/or government agencies as payments to the outstanding bill of the patient using the Bizbox.  
9. Releases an updated and accurate statement of accounts to the patient as per request or as the need arises. 
10. Updates daily the monthly revenue reports in Google sheet format and to be viewed/downloaded freely/openly by the Accounting Staff for reference and validation of journal entries of SOA, vouchers, and guarantee letters
11. Submits report daily to the accounting office the following:
    • Guarantee Letters and Vouchers Transmittal from varied government funding agencies with updated SOA.
    • Final SOA for PHIC claims and Accounting Copy
12. Keeps accurate and reliable records of patient's accounts and outstanding balances at all times.
13. Addresses inquiries and resolves issues of patient and/or patient guardian relevant to billing accounts, billing documentation or requirement, and other concerns on behalf of the Accounting Supervisor and/or Finance Director; identifies issues and/or complaints for patient-related concerns and/or work processes. Thus, gives his/her recommendation and/or seeks help from the Accounting Supervisor and/or Finance Director for immediate solutions and/or for further study.
14. Acts and performs the duties and responsibilities of PHIC Specialist in processing of claims in her/his absence; works hand-in-hand with PHIC Specialist making sure claims and reports are submitted at the prescribed period. In the same manner, one must be well-oriented in the basic PHIC processing of documents and updating records in the Bizbox PHIC portal application system.
15. Secures official usernames and passwords at all times from anyone for any unauthorized access using your account to avoid legal action/obligation and to protect the integrity of the hospital data and records.
16. Compiles and archives all relevant documents and records in an orderly manner, chronologically arranged, safely kept, and well protected from any form of damage. It can easily be retrieved in cases of verification, reviews, and audit purposes. Records should be preserved with utmost confidentiality.
17. Participates in various hospital programs and activities; attends training programs and learning sessions for the enhancement of spiritual, professional, technical, and personal proficiencies.
18. Performs such other duties and responsibilities analogous, germane, or related and /or implied from the above-enumerated duties and responsibilities but within the limits and premise of his/her capacity, influence, job duties, responsibilities, and accountability. Thus, it is not detrimental to her/his health, job, position, and security.  

OTHER DUTIES

• Uphold the highest standards of quality and efficiency in line with hospital quality programs (e.g. Safecare, DOH, etc.) requirements.
• Ensure a safe and secure work environment by strictly adhering to infection prevention and control protocols such as but not limited to handwashing, wearing of PPE, etc.
• Commit to sustainable and eco-friendly work practices by minimizing waste, optimizing resource usage and actively participating in initiatives that promote environmental stewardship.

EDUCATION/EXPERIENCE REQUIREMENTS:

1. Minimum Education Required: Bachelor’s degree in Business Administration, Accounting, or a related field or equivalent experience.
2. Minimum Experience Required: Minimum 1-3 years related to work experience as billing in-charge or a minimum of 1-year experience as a cashier in a healthcare environment preferred.

KNOWLEDGE, SKILLS & ABILITIES: 

1. Ability to establish priorities and operate with minimal supervision; 
2. Ability to handle documents and materials confidentially.  
3. Demonstration of honesty and integrity in handling the billing statement.
4. Can work under pressure and can multi-task as delegated by the Finance Head.
5. Ability to handle people well, detail-oriented with proficiency in computer software including Microsoft Office, e-mail, and Internet.  
6. Demonstration of honesty and integrity in the handling of financial resources.  

Last updated on Dec 2, 2024