Billing Operations Team Lead

Medical Solutions Business Services Philippines; Philippines; On-site; PHP 900,000 - 1,300,000; Full time

Job summary

Medical Solutions Business Services Philippines is hiring a Billing Operation Team Lead (VMS) to supervise and mentor the Billing Operation Specialists, manage collections, and ensure process accuracy. The role emphasizes coaching, quality assurance, and adherence to SLAs while supporting complex portfolio issues.

The candidate should have at least 4 years related experience, 2+ years leadership, and strong proficiency in MS Office and VMS systems.

Qualifications

• College diploma or equivalent work experience of at least 4 years.
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Responsibilities

• Provide leadership and mentorship to Billing Operation Specialists (VMS) to meet DSO and collection goals.

Skills

Leadership

Critical Thinking

Time Management

Multitasking

Communication

Attention to Detail

Typing Speed

Education

College diploma or equivalent

Tools

MS Office

Teams

Remi

F&O

VMS Portals

Notes

Excel

Job description

The Billing Operation Team Lead (VMS) works with the Billing Operation Specialist (VMS) team to manage final invoice review and reconciliation, dispute resolution, aged receivables, and collection activities. The role provides subject matter expertise, portfolio coverage, coaching, quality assurance, and ongoing support to build skill, consistency, and confidence across the Billing Operation Specialist (VMS) team.

The Billing Operation Team Lead (VMS) also manages a full or partial VMS portfolio as needed, supports resolution of complex collection matters, and ensures the team maintains performance aligned with department DSO and Collection Effectiveness goals. The role assists in training and mentoring new employees and maintains accurate documentation of Billing Operation Specialist (VMS) processes.

Key Responsibilities:

Initial Training

• Identify, document, and implement training programs for Billing Operation Specialists (VMS).
• Create training schedules and coordinate with the Collection Supervisor to ensure appropriate training coverage.
• Schedule and facilitate training events as needed.
• Maintain and update Billing Operation Specialist (VMS) process documentation to support consistent execution and knowledge transfer.

Ongoing Coaching and Quality Assurance

• Provide ongoing coaching and support to Billing Operation Specialists (VMS) as they progress from new hire to experienced team member.
• Implement training, processes, and consistent expectations that support department DSO and Collection Effectiveness goals.
• Perform audits and provide meaningful, supportive feedback and coaching based on identified quality, process, and performance gaps.
• Identify trends, recurring issues, and opportunities and provide actionable feedback to VMS Billing Team Leads and relevant stakeholders.
• Support a positive work environment that promotes teamwork, performance, accountability, and trust.
• Serve as a subject matter expert (SME) for Billing Operation Specialist (VMS) responsibilities and provide guidance on complex portfolio and collection matters.

VMS Collections and Portfolio Management

• Make regular contact with VMS partners regarding past-due accounts and follow up on outstanding balances to support timely collection.
• Monitor aged unapplied payments and provide instructions to Cash Applications to facilitate resolution.
• Partner with the Billing Team to investigate and resolve invoice disputes, including coordinating invoice revisions when required.
• Refer potential credit concerns to the Credit Team for review, collaboration, and appropriate action.
• Identify and coordinate actions required to resolve outstanding issues, prevent recurrence, address discrepancies promptly, and complete account clean-up in support of DSO and Collection Effectiveness goals.
• Work assigned past-due portfolios from front to back at least every 7 business days, with more frequent follow-up where account conditions require.
• Prioritize past-due accounts aged over 60 days, with particular emphasis on balances aged over 90 days before returning to less-aged accounts.
• Manage a full or partial VMS portfolio as needed and provide coverage for Billing Operation Specialists (VMS) during PTO, leave, or other periods of absence.
• Perform Billing Operation Specialist (VMS) responsibilities at an SME level when providing portfolio coverage or operational support.
• Escalate complex or unresolved collection matters to the appropriate internal team while maintaining timely ownership and follow-through.
• Take actions and communicate in a manner that upholds the company and department as a partner of choice across VMS vendors and internal alliances.

Communications and Documentation

• Document affiliate, vendor, and facility correspondence accurately and timely within the appropriate system as a historical record.
• Communicate promptly, professionally, and respectfully with internal and external customers, VMS vendors, and business partners.
• Manage emails and work queues efficiently, treating the inbox as a task list and ensuring responses and required actions are completed within the 24-hour SLA.
• Provide prompt, quality service to internal and external customers through clear and professional verbal and written communication.
• Attitude & Effort: Demonstrate openness to coaching and feedback, accountability, and commitment to continuous learning.
• Customer Satisfaction: Provide prompt, accurate, and quality service to internal and external customers.
• Teamwork: Promote collaboration, assume positive intent, and contribute to a respectful and supportive team environment.
• Time Management: Prioritize tasks effectively, maintain attention to detail, and manage multiple responsibilities with urgency and efficiency.
• Critical Thinking: Evaluate collection and portfolio issues, identify appropriate actions, and communicate recommendations in a concise, factual manner.

Systems & Tools

• Utilize platforms and tools effectively and efficiently, including documenting activities and information in the appropriate systems as required.
• Demonstrate proficiency in computer systems and applications, including MS Office, Remi, F&O, VMS Portals, Notes, Internet, and Excel, to satisfactorily perform the functions and duties associated with the position.
• Perform business math functions involving percentages, interest, fees, and Excel spreadsheet calculations.
• Perform other duties as assigned by the management team.

Job Qualifications

• College diploma or equivalent work experience of at least 4 years.
• 2–3 years of experience in Billing, Accounts Receivable (AR), B2B Collections, or a related function required.
• Minimum 2 years of leadership or supervisory experience.
• Demonstrated ability to apply critical thinking to collection and portfolio decisions and present recommendations in a succinct, factual manner.
• Proficiency in Microsoft Office Suite, video and/or audio conferencing platforms (e.g., Teams), peripheral computer equipment, keyboard/data entry, and other office equipment as required.
• Ability to perform business math functions involving percentages, interest, fees, and Excel spreadsheet calculations.
• Ability to type at least 45 words per minute.
• Must meet the required SVAR – B2 and Cognitive – 50.
• Ability to organize tasks, manage time, and multitask with a sense of urgency, accuracy, and efficiency.
• Must be willing to work in rotating shifts or US time zone.
• Must be willing to work in the office at Bridgetowne, QC

EQUAL EMPLOYMENT OPPORTUNITY

Medical Solutions Business Services Philippines provides Equal Employment Opportunity in compliance with all applicable government laws, ensuring equal opportunity in all aspects of employment.

Data Privacy Disclaimer

Worldwide Resource Solutions is committed to protecting your privacy. This privacy policy applies to the personal data collected and processed during the recruitment process. We will process your personal data in accordance with applicable data protection legislation.

Purpose of Processing

Your personal data will be collected and processed solely for the purpose of recruitment and selection activities related to the advertised position. This includes assessing your qualifications for the role, communicating with you during the recruitment process, and making hiring decisions.

Types of Personal Data Collected

We may collect and process the following types of personal data:

- Contact information (e.g., name, address, email address, phone number)

- Professional qualifications and work experience

- Educational background and certifications

- Employment history and references

- Any other information you voluntarily provide in your application

Legal Basis for Processing

Processing of your personal data is necessary for the performance of a contract to which you are a party (i.e., to assess your suitability for employment) and for our legitimate interests in making employment decisions.

Data Retention

Your personal data will be retained for as long as necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required or permitted by law.

Disclosure of Personal Data

Your personal data may be disclosed to third parties only when necessary for the purposes of recruitment and selection, such as to external recruitment agencies or background check providers. We will ensure that any third parties processing your data on our behalf do so securely and in accordance with applicable data protection laws.

Security of Personal Data

We have implemented appropriate technical and organizational measures to protect your personal data against unauthorized or unlawful processing and against accidental loss, destruction, or damage.

Your Rights

You have the right to request access to, rectification of, or erasure of your personal data. You also have the right to restrict processing, object to processing, and the right to data portability. To exercise these rights, or if you have any questions regarding the processing of your personal data, please contact [e-mail]

Consent

By submitting your application, you consent to the processing of your personal data as described in this privacy policy.