Accounting & OHIP Coordinator|Payroll accuracy: 100%

Position Summary

The Accounting and OHIP Billing Coordinator is responsible for managing the clinic's billing and financial activities. This includes OHIP billing, private patient billing, accounts receivable, accounts payable, payroll support, bank reconciliations, physician payments, and financial reporting. The role ensures that all billing is accurate, submitted on time, and follows Ontario Ministry of Health regulations and clinic policies.


Key Responsibilities

1. OHIP Billing

Daily

Submit OHIP claims accurately and on time.
Verify patient health card details and demographics.
Review physician notes before submitting claims.
Resubmit rejected claims after making corrections.
Monitor pending claims and identify missing documentation.
Ensure the correct OHIP billing codes are used.
Weekly

Review rejected claims and fix billing errors.
Audit physician billings for accuracy.
Match completed appointments with submitted claims.
Follow up on unresolved billing issues.
Monthly

Review OHIP remittance reports.
Reconcile Ministry of Health payments.
Prepare physician billing reports.
Analyze billing trends and identify ways to improve revenue.
2. Fertility & Gynecology Billing

Process billing for:

Fertility consultations
Cycle monitoring
IUI procedures
Semen analysis and sperm wash
IVF coordination services
Private fertility treatments
Gynecology consultations
Ultrasounds
Endometrial biopsies
Sonohysterograms
IUD and Nexplanon insertions/removals
Obstetrical ultrasounds
Diagnostic imaging
Also:

Ensure funded IVF/FET cycles are not billed incorrectly.
Track private-pay services and collect payments.
Verify treatment packages and payment plans.
3. Private Patient Billing

Prepare invoices for private patients.
Receive and record patient payments.
Issue receipts.
Manage payment plans.
Follow up on overdue balances.
Process approved refunds.
Reconcile daily sales.
4. Accounts Receivable

Monitor incoming payments.
Track unpaid patient accounts.
Investigate billing issues.
Prepare aging reports.
Follow up with patients, insurance companies, and third-party payers.
Ensure outstanding balances are collected promptly.
KPIs

Accounts receivable over 60 days: Less than 5%
Collection rate: Above 95%
5. Accounts Payable

Review vendor invoices.
Match invoices with purchase orders.
Confirm approvals before payment.
Schedule and process vendor payments.
Maintain vendor records.
Reconcile supplier statements.
Vendors may include:

Medical suppliers
Laboratories
Pharmaceutical companies
Equipment providers
Utility companies
Professional service providers
6. Bank Reconciliation

Reconcile bank statements.
Investigate differences.
Verify daily deposits.
Reconcile credit card and EFT transactions.
Monitor clinic cash flow.
7. Payroll Support

Review employee timesheets.
Verify working hours and overtime.
Assist with payroll processing.
Maintain payroll records.
Coordinate with payroll providers (e.g., ADP).
Ensure payroll complies with employment standards.
8. Financial Reporting

Daily

Revenue reports
Sales reports
Payment summaries
Weekly

Revenue analysis
Billing productivity reports
Outstanding account reports
Monthly

Profit and loss reports
Revenue by physician
Revenue by clinic location
Accounts receivable aging reports
Billing rejection reports
Inventory expense reports
9. Audit & Compliance

Conduct internal billing audits.
Ensure compliance with:
OHIP guidelines
Ontario Ministry of Health regulations
CPSO standards
PHIPA privacy laws
CRA requirements
Clinic financial policies
Support external audits.
Maintain organized and audit-ready records.
10. Inventory Financial Tracking

Verify medication invoices.
Track medication purchases.
Monitor inventory expenses.
Reconcile inventory with purchase records.
Investigate discrepancies.
Assist with annual inventory audits.
11. EMR & Financial Systems

Work with systems such as:

OSCAR EMR
Accuro EMR
QuickBooks
Erplain
ADP Payroll
Microsoft Excel
Ministry of Health Billing Portal
Responsibilities include:

Maintaining accurate billing records.
Generating financial reports.
Ensuring data accuracy.
Assisting with system troubleshooting.
Required Qualifications

Education

Diploma or Degree in:

Accounting
Finance
Business Administration
Health Information Management
Medical Office Administration
Experience

Minimum 2 years of medical billing experience.
Experience with OHIP billing is required.
Experience in fertility, gynecology, diagnostic imaging, or specialty clinics is an asset.
Experience with QuickBooks and EMR systems is preferred.
Required Skills

Technical Skills

OHIP billing
Medical terminology
Accounts payable and receivable
Payroll support
Financial reconciliation
Microsoft Excel
Financial reporting
QuickBooks and Erplain
Professional Skills

Strong attention to detail
Good organizational skills
Ability to work independently
Analytical thinking
Professionalism and confidentiality
Good time management
Problem-solving skills
Key Performance Indicators (KPIs)

OHIP claim acceptance rate: Above 98%
Billing submitted on time: 100%
Rejected claims resolved within 5 business days
Accounts receivable over 60 days: Less than 5%
Bank reconciliations completed monthly: 100%
Vendor payment accuracy: 100%
Daily sales reconciliation accuracy: 100%
Financial reports submitted on time
Payroll accuracy: 100%
Patient payment collection rate: Above 95%