Billing and Cash Collections Supervisor

Job Description

Main Duties & Responsibilities

1. Supervise daily activities of inpatient, outpatient, and dialysis billing and collections
   staff, and all hospital Cashiers, under delegated authority from the Chief Accountant.
2. Assign, monitor, and review work to ensure accuracy, timeliness, and compliance with
   policies and procedures.
3. Provide guidance, coaching, and training to staff on EMR/Anzer workflows, insurance
   claim preparation, collections techniques, and cash handling standards.
4. Conduct daily huddles with team members to review priorities, performance metrics, and
   outstanding issues.
5. Conduct monthly and quarterly performance reviews for direct reports.
6. Oversee preparation, submission, and follow-up of all inpatient, outpatient, and dialysis
   insurance claims to ensure accuracy and submission within required timelines.
7. Review daily charge discrepancy reports from Billing Clerks and ensure timely
   corrections.
8. Approve adjustments, write-offs, discounts, and refunds within limits delegated by the
   Chief Accountant, ensuring proper documentation.
9. Oversee preparation of all patient invoices, ensuring accuracy, completeness, and
   supporting documentation in the EMR.
10. Ensure weekly generation and review of aging reports for all service lines (self-pay,
    insurance, corporate, government) and take follow-up actions per delegated authority.
11. Coordinate follow-up on overdue accounts at 5, 10, 30, 60, and 90-day intervals,
    escalating accounts beyond delegated limits to the Chief Accountant.
12. Monitor payment plan arrangements, ensure adherence to agreed terms, and escalate non-
    compliance as necessary.
13. Ensure timely and accurate reconciliation of billing and collections data to the General
    Ledger in coordination with the Chief Accountant.
14. Prepare consolidated billing and collections performance reports for review by the Chief
    Accountant and CFO.
15. Supervise daily cash handling operations of hospital Cashiers, ensuring adherence to
    EMR/Anzer CPI-linked receipting protocols and delegated cash handling standards.
16. Verify that all payments are receipted correctly, linked to the correct CPI record, and
    posted in real time.
17. Verify end-of-shift reconciliations, sealed envelope submissions, and secure vault storage
    of funds.
18. Investigate and resolve discrepancies in cash reconciliation reports and escalate
    unresolved variances to the Chief Accountant.
19. Authorize voided receipts and refunds within delegated limits, ensuring compliance with
    policies and full documentation.
20. Oversee acceptance and processing of approved discounts, ensuring documentation is
    filed and policy guidelines are followed.
21. Ensure deposits are banked according to daily reconciliation summaries and timelines.
22. Review weekend and holiday admissions deposit records for completeness and accuracy.
23. Ensure all billing, collections, and cash handling processes comply with hospital policies,
    insurance agreements, MoH guidelines, and applicable regulations.
24. Maintain audit readiness through systematic filing and record retention for all billing and
    cash collection records.
25. Prepare and provide documentation for internal and external audits related to billing,
    receivables, and cashier operations.
26. Identify inefficiencies in billing, collections, and cash handling processes and recommend
    improvements to the Chief Accountant.
27. Collaborate with IT and Finance to enhance EMR/Anzer functionalities for billing, cash
    receipting, and collections reporting.
28. Facilitate quarterly refresher training for all billing and cashier staff.
29. Liaise with Nursing, Laboratory, Radiology, Dialysis, and Reception to ensure real-time
    charge capture and billing accuracy.
30. Work closely with the Finance Department on cash flow reporting, bad debt monitoring,
    and revenue projections, within delegated authority.
31. Support the Chief Accountant and CFO in strategic initiatives to improve cash flow and
    reduce accounts receivable aging.
32. Conduct internal training, lead performance reviews, and monitor policy compliance.
33. Maintain pricing lists and report on foreign currency holdings.
34. Perform any other related duties assigned by the Chief Accountant or CFO.

Education, Experience and Background:
 Professional qualifications in Accounting, Finance, or Business Administration
(minimum CAT, ACCA Level 1, or Associate Degree).
 Minimum five (5) years of experience in Accounts Receivables (preferably in hospital
billing/ collections), with at least two (2) years in a supervisory or senior role.
 Strong knowledge of EMR and accounting software (preferably Anzer).
 High level of professionalism, accuracy, and confidentiality.
 Excellent leadership, communication, and interpersonal skills.
 Proficient in Microsoft Office Suite (Excel, Word, Outlook).
 Strong analytical, problem-solving, and decision-making skills.