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%