Billing and Administrative Assistant

JOB PURPOSE:

The Billing and Administrative Assistant is responsible for the effective management of benefit plans for Corporate Accounts. The primary goal of the Billing and Administrative Assistant is to ensure that our clients' plan benefits are properly set up within the IHC core healthcare system. Responsibilities include the review of plan design and special or non-standard arrangements/requirements so that such plan requirements can be addressed or processed by the system. Ensure that the eligible members of our clients are enrolled in the system so that they can continue to avail themselves of their health care benefits.

JOB DESCRIPTION:

Review of agreement benefit summary of corporate accounts & set-up of benefit plans

• Ability to read, analyze and interpret benefit plans and special concessions to ensure that our client's plan requirements are properly setup within the core system.
• Coordinate with the Team Lead for review & sign-off of the benefit set-up to ensure accurate plan set-up in the system.
• Maintain the standard policies, procedures and turn-around-time (TATs) in benefit plan set-up for new accounts or update of the benefit plans for the renewal accounts to ensure the accuracy in processing and promptness.

Member enrollment and generation of billing statement

• Verify the membership eligibility and benefit packages based on Agreement Benefits Summary (ABS) before encoding/uploading of members to ensure the accuracy in member enrollment.
• Generate the initial bill for new accounts and ensure that number of members as well as applicable membership fees are as indicated in the ABS. Ensure to release accurate bill and according to agreed TAT.
• Monitors monthly renewing accounts and updates the renewal Agreement upon receipt of the renewal documents (Client's conforme, ABS and renewal list) to ensure accuracy in processing.
• Generate the renewal bill and ensure to release accurate bill and according to agreed TAT.
• Schedule the updates of members including the additions, deletions and changes in the members profile and benefit plan to ensure the Client's request are met on time.
• Review the Clients' endorsement letter for cancellation of membership and ensure that it is based on the ABS prior to the deletion of members to ensure that there is no violation of contract provisions.
• Generate the appropriate bill for member additions and updates and release according to agreed TATs.
• Generate the succeeding modal bills and release according to agreed TATs.
• Tag billing and create AR and GL transmittal to ensures the Accounting Department will capture all billings on-time.
• Validate the members for enrollment to LGTI.
• Provide the details of members for endorsement of Dental coverage.

Centralized processing and validate issuance of membership kit

• Process the membership kits immediately after generating the bill and ensure that all new members will receive their membership cards accurately and on timely delivery.
• Provide a complete list of processed members, on-hold status and dis-qualified enrollees to the Client to ensure that all members are identified accurately.
• Communicate with the Account Executives / Agents / Brokers / Client the document or information needed through written form to assure accuracy in data encoding and/or completeness of requirements.
• Always observe and apply the rule of Data Privacy Act Law.

Membership fees accounts receivables collections and reconciliation of payments versus billings

• Maintain the basic accounting principles, practices and procedures to ensures that work is properly completed in a timely and accurate manner.
• Assist/Coordinate with Collections Specialist in reconciliation efforts for receivables/collections of corporate accounts.
• Provide billing details to the Client/Broker as needed/requested to aid in reconciliation of billings/collection.
• Generate and send out unpaid/balance membership fees letter to client-company to ensure that all communications are documented in coordination with Collections Specialist.

Computation and processing of unused membership fees, return of premium and excess payment (REFUND)

• Prepare and release the memo and letter to Client for refund of unused membership fees for deleted members, when applicable.
• Identify payments that need to be refunded, reconcile all billing transactions with excess payment and prepare all required documentation to ensure accurate processing of all transactions.
• Communicate with Client to resolve overpayment issues, when necessary.

Handling telephone / Email communication

• Always make it a point to answer the call immediately or at least on the 2nd ring.
• When in a face-to-face meeting with someone at the time of call, excuse yourself for a moment and ask for permission from the person before you answer the call, get the name, number and concern of the caller and inform them that you are attending to another person at the moment and that you will call them as soon as you are done. Make sure to return the call.
• Always put your mobile phones on SILENT mode when in a meeting
• As we are mostly working from home and doing online meetings, please upload your profile picture to your account so that people can put a face to the name. Since this is a corporate-provided subscription please use a professional-looking photo.
• Do check your emails first thing at the start of your work as there may be emails that may need your immediate attention and/or response.
• Acknowledge emails especially coming from Sales/AMG and related to accounts that you are specifically handling. If the email was directed to you and you noted that you are not the one that is handling the account, acknowledge the email and include the person handling the account in your email reply for proper handling.
• Do make sure that you copy in the original person who sent the email when they refer a case to you. Easier to click the 'reply all' button than choosing individual recipients. Do not forget to delete or edit email addresses later if you feel that they should not be among the recipients of your email prior to sending the email.
• Always review your email prior to sending.
• When you have committed to provide a response/report on a specific concern make sure that you will revert to the person on the date/day committed. If information/data cannot be provided on the committed date/day, inform the person accordingly to manage expectations.

JOB REQUIREMENTS:

• Graduate of Bachelor's degree
• Preferred a minimum of 1-year experience in handling enrollment/admin of corporate accounts including interaction with a large customer base. Experience in a healthcare company/environment is preferred but not required.
• Proficiency in Microsoft Office including Excel and Word.
• Enthusiastic professional with a strong work ethic and respect for company rules.
• Strong communication and analytical skills are required.
• Ability to work independently and can easily adapt to a fast-changing environment.
• Must possess attention to details and strive for accuracy at work.
• Creative, self-disciplined and capable of completing critical tasks with a sense of urgency.
• Must possess excellent customer service and integrity.
• Okay with fixed term contract.
• 10 position(s) available