Scope
At HearingLife, we value team members who are dedicated, detail-oriented, and committed to excellence. Your role in merchandise inventory management and corporate office administration is integral to our continued success in providing exceptional hearing healthcare solutions to our clients. Join us in making a difference in the lives of those with hearing needs.
Success Criteria
The Payment & Office Administrator will play a pivotal role in maintaining and enhancing our administration of merchandise inventory, internal directories, vendor accounts. They will also contribute to the smooth operation of our corporate office.
Responsibilities
Payment Administration
Oversee and execute all 3rd party provider account creations, authorizer updates, and clinic updates including new users/providers, address changes, and operating name changes in timely manner. 3rd parties include all insurers across Canada such as but are not limited to: ADP, WSIB, VAC, WCB-BC, WCB-AB, WCB-MB, WCB-SK, FCH, AADL, and private insurers.
Managing all 3rd party contracts for approvals, renewals, and closing accounts, in line with the Legal team, as needed.
Creating and assisting in documenting and keeping up to date information on how to apply and what to submit for accounts and process 3rd party insurer provider numbers for clinics.
Creating and updating step-by-step documentation on 3rd party online billing procedures for clinic staff and coordinate training materials with Clinic Support team.
Reporting on any updates/changes to 3rd party protocols, policies, and procedures to the team.
Provide suggestions and improvements to existing HDIs/SOPs as they relate to 3rdparty processes, online billing, and claims.
Liaise with various government 3rd party agencies to resolve provider setup and payment issues.
Work closely with team members to receive, validate, and when required, follow-up on 3rd party claims such as investigating and problem solving when remittances or payments are not being received (i.e. complete and submit indemnity forms for lost cheque payments).
Proactively setting up EFT payments for all 3rd party payments, if possible.
Maintain understanding of the company’s business system (Blueprint) to support staff on unpaid claims.
Answering requests in a timely manner from clinic staff on provider creations, account updates/creations, online billing questions.
Assisting the Third Party team, as needed, for clinic staff questions and requests.
Ad hoc tasks as assigned
Office Administration
Stock Room Maintenance: Collaborating with colleagues to maintain and organize the HearingLife portion of our stock room, actioning proper disposal and storage of supplies, ensuring that all supplies and resources are easily accessible.
Mail and Parcel Processing: Receiving and processing incoming mail and parcels, ensuring that all correspondence and materials are appropriately handled and dispersed.
Coverage: You will be the back-up for our Office Manager. During times of coverage, you will be required to sit at the front desk, answering the doorbell and attending to deliveries as required, as well as be available for requests from ELT and assist with other related tasks.
Requirement Experience and Considerations
Diploma or Degree, preferably in either logistics or business, a strong asset
Minimum 2 years experience in a corporate operations or other administrative role
Hearing Healthcare experience preferred
Required Behaviours
The incumbent is required to behave in accordance with our Demant Values:
We create trust – We value the opinions of our customers and colleagues. We promote a work environment based on inclusion, honesty, integrity and respect. We always keep our promises.
We are team players – We collaborate and network effectively across the whole organization. We take initiative and help each other to achieve our ambitious goals.
We create innovative solutions – We challenge ourselves to improve and find new, value-adding solutions. We are curious to share ideas and insights to increase our collective innovativeness.
We apply a can-do-attitude – We always look for opportunities to win the business and do our best to add value to our customers. We find solutions and act.
Key Competencies
High computer literacy. You will be using a variety of software applications and will regularly be required to learn new systems quickly, as well as contribute to the enhancement of internal ERP-like systems.
Proficiency with excel, including use of formulas, tables, and understanding how to leverage excel to complete tasks more efficiently vs manual methods
Continuous Improvement is a fundamental requirement for this role, as we seek individuals who are committed to refining processes, optimizing efficiencies, and actively contributing to the ongoing enhancement of our operations.
Strong written and verbal communication skills
Excellent problem solving skills.
Excellent organizational and communication skills.
Team player who can also work independently with a can-do and positive attitude.
Ability to multi-task and work well under pressure.
Excellent attention to detail and thoroughness.
Equal Opportunities
At HearingLife, we’re committed to fostering an inclusive and diverse workplace. . HearingLife Canada is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. Should you require an accommodation throughout the interview process please do not hesitate to reach out to a member of our Talent Acquisition team today.
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