Ambulance Victoria Position Description

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1 Position Description Position Title: Accounts Receivable Officer Reports To: Accounts Supervisor Division: Finance & Corporate Services Department: Financial Accounting Services Direct Reports: Nil Employment Conditions: Enterprise Agreement 2009 Primary Objective: This position is responsible for administering, monitoring and collecting amounts due to (AV) for ambulance transports services and other miscellaneous invoices; directly administering interstate, WorkCover, mental health and TAC related accounts and billing relating to medical transports; reconciling and allocating daily payments received on bank statements; and administer receipting of payments received by AV in an accurate and timely manner. Responsibility for Quality: To take responsibility for improving quality processes using continuous improvement philosophies and practices, thereby increasing value to the customers and the organisation Behaviours Achievement Self-Actualising Humanistic-Encouraging Affiliative Achieves self set goals Believes that individual effort is important Receptive to change Encourages growth and development in others Cooperative Creative problem solver Resolves conflicts constructively Friendly Accepts and shares responsibility Non-defensive Trustworthy Genuine in concern for others Takes on challenging tasks Self respecting Involves others in decision making Accepts change Insightful in diagnosing problems Motivates by serving as a role model

2 Position Scope Budget: Nil Financial Delegation: Nil Occupational Health & Safety Understand, observe and adhere to all safe working procedures and maintain safe work practices Equal Employment Opportunity Understand, support and adhere to the principles covered in the AV Workplace Respect Policy Key Contacts Internal Financial Accounting Services, Non-Emergency Services, Communications & Referral, Memberships External Patients, General Public, TAC and Victorian WorkCover Authority, Hospitals and other Medical facilities, Private Health Providers, other Government Public Sector agencies, State Trustees and Solicitors, Debt Collectors Date of Issue: May 2010 Page 2 of 6

3 Key Accountabilities Key Result Area Invoice Administration TAC Accounts WorkCover Accounts Mental Health Transports Interstate Invoices & Payments Centrelink Registrations and Validation Key Accountabilities Interpret patient pre-existing illnesses and related injuries as defined by ASV Billing Guidelines to assist with: Determining the responsible party for the transport i.e. Hospital, patient, TAC or WorkCover Printing, sorting and distribution of daily invoices Distribution to relevant person for verification prior to external distribution of invoices Checking of invoices for discrepancies/errors and amend if applicable Ensuring a high level of quality control to eliminate correspondence/billing errors to customers Using the Billing Hierarchy, when TAC has been identified as the responsible party for account: Send out weekly letters to patients explaining TAC procedure and ensure a TAC claim is made and claim number is given to AV Follow-up payments with TAC Liaise with patients and hospitals to assist with lodgement of TAC claims if required. Contact medical facilities and government agencies to assist with patient information and the collection of payments Send accounts to Debt Collection Agency as required. Prepare debts for write off and management authorisation when all avenues for collection have been exhausted Generate TAC EDI file EDI file to TAC to ensure all invoices remain on the TAC system and where applicable are updated with TAC claim number Using the Billing Hierarchy, when WorkCover has been identified as the responsible party for account: Determine WorkCover eligibility, status and responsible party and ensure adequate payment of accounts. Liaise with and maintain contact with patients, their employers and relevant external parties relating to WorkCover claims. Provide bridges in communication between patients, their employers (or former employers), workers compensation insurers and VWA. Provide documents, including VWA workers compensation claims and guides, to patients. Using the Billing Hierarchy, identify the responsible party for mental health transports accounts: Identify patient s legal status by applying the DHS Guidelines. Analyse case sheets to determine category of mental health transports using the Mental Health Act & DHS Guidelines. Determine area of origin for mental health patients. Liaise and maintain contact with patients, hospitals and mental health teams to ensure correct billing and patient information. Administration of Interstate transports by: Assessing membership/pension and residency details. Creating invoices and receipting payments from interstate Ambulance services. Administering billing between RAV and the interstate services in accordance with the respective agreements Register new staff for access to Centrelink. Validate patient entitlement to concession using the Centrelink database. Date of Issue: May 2010 Page 3 of 6

4 Key Accountabilities Key Result Area Receipt and reconciliation of payments Cash Management Repaying Customers Hospital Invoicing Records, Database & Testing Key Accountabilities Using the Chart of Accounts, identify and process payments and receipts by: Ensuring that remittance advices are received and receipted accurately to maintain accurate receipt records. Reconciling accounts and monies received. Following-up payments with relevant parties. Liaising with patients and hospitals to assist with accounts. Maintaining and administering Monthly Credit Card payments and spreadsheets. Maintaining use and be a contact point for upgrades of EFTPOS terminals. Identifying and apply coding from COA for processing of miscellaneous receipts. Completing banking spreadsheet on a daily basis. Processing and banking of foreign currency cheques. Using the Oracle Cash Management Module, process the daily bank statement by: Processing transactions into the Oracle system where required. Ensuring all daily bank statement transactions are fully reconciled. Administer repayment programs for patients by: Setting up and maintaining repayment plans/programs with patients. Setting up direct debit payments via Corporate Online. Update records based on payments taken via direct debit on a weekly basis. Interpret patient pre-existing illnesses and work related injuries as defined by ASV Billing Guidelines to assist with: The production of hospital invoices. Determining the responsible party for the transport i.e. hospital, patient, TAC or WCV. Ensure patient records and database is accurately maintained and kept up to date by: Processing and coding accounts receivable and reassigning accounts as required. Updating system with claim numbers, correct DOB, spelling & address details as provided. Checking hospital billing details. Ensuring GST has been charged, where applicable. Receipting hospital & EFT payments. Ensuring that remittance advices are received and receipted accurately to maintain accurate receipt records. Preparing letters as required to meet the needs of each transport. Updating system with information given to maintain database. Transfer account status as required. Generating, print & post monthly statements. Assess coding and, if applicable, verify coding of PCR with Operations Division. Completing Centrelink check on Pensioner/HCC/DVA holders. Participating in Oracle User Acceptance System Testing for the AR/PCR module in conjunction with the Accounting and IT teams. Date of Issue: May 2010 Page 4 of 6

5 Key Accountabilities Key Result Area Debt Recovery Customer Service Key Accountabilities Administer the debt recovery and write off process by: Collating information for unpaid accounts and formatting information for Notice of Proceedings. Debt receipting. Submission of outstanding accounts for legal action. Enter and balancing write-off adjustments into the Oracle system. Format spreadsheet and submit with monthly write-offs for approval by General Manager and Board. Ensure customer service delivery is met by: Obtaining patient information from medical facilities. Responding to customer account enquiries, complaints and eligibility status in a timely manner. Responding to enquiries with respect to debtors and cash receipting. Ensuring billing issues are addressed and dealt with promptly. Responding to patient and medical facilities regarding proposed patient transports. Assisting with PAT, WCV, TAC & VOC follow up as required. Providing advice and internal support for other staff in Corporate Services. Complaints Handling Investigation of written and verbal complaints regarding invoices, where applicable resolve issues and respond in a professional and timely manner. Filing and Archiving Ensure filing and archiving of records is actioned promptly ensuring ease of access. Stationery Order and monitor stationery balances, including Tax Invoice and Final Notice Stationery and envelopes for the folding machine. Patient Returned Mail Verify details from patient returned mail by: Checking patient information received via the mail and transferring accounts to memberships and pensions as required. Follow-up and investigate returned mail to ascertain correct contact details for completion, or establish if considered recoverable. Temporary Relief Training Train and provide ongoing support to temporary staff in the use of computer systems and RAV processes and procedures. Privacy Guidelines Respect and protect the privacy of patient/vendor information. Date of Issue: May 2010 Page 5 of 6

6 Selection Criteria Qualifications and Experience Demonstrated administrative experience Sound computer skills including intermediate knowledge of MS Word and Excel Key Skills & Attributes Well developed verbal and written communication skills to enable ideas and opinions to be expressed clearly and effectively and to enable the preparation of well-structured, accurate and concise documents Planning, organising and time management skills to effectively establish the priority and scheduling of work tasks and projects to ensure work priorities are completed on time and deadlines are met Established problem solving skills to enable the identification of issues and the judgement to determine appropriate courses of action High level of accuracy and attention to detail using appropriate checking processes to ensure information is recorded accurately Professional work ethic Demonstrated empathy and compassion Team skills to actively participate as a member of a team and move the team towards the completion of both team and individual goals, and the ability to work autonomously Desirable Business/Administration certificate or equivalent Knowledge of Privacy Act Knowledge of guidelines & regulations for TAC, WCV, DHS, Ambulance and ASV Approval Manager Financial Accounting Services General Manager Finance & Corporate Services Date of Issue: May 2010 Page 6 of 6

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