Disbursement Associate

Centre Medicale Internationale; Pateros; On-site; PHP 391,000 - 614,000; Full time

Job summary

The Disbursement Associate at Centre Medicale Internationale will oversee accurate and timely payments across clinic operations, including supplier invoices, PFs, operating expenses, and reimbursements. Responsibilities emphasize strict adherence to internal controls, BIR-related documentation, and ensuring all disbursements are properly documented and approved for audit readiness.

The role collaborates with Purchasing, Admin, HR, and Clinic Units to resolve discrepancies, monitor due dates, and

Qualifications

• Bachelor’s degree in Accountancy, Accounting Technology, Financial Management, or related field.
• 1–2 years experience in disbursement, accounts payable, or finance operations.
• Familiarity with PF structures in clinics and BIR invoicing requirements.
• Proficient in Microsoft Excel and clinic management systems.

Responsibilities

• Process clinic payments, supplier invoices, PFs, expenses, and reimbursements.
• Ensure complete documentation and approvals for all disbursements.
• Validate invoices against POs, DRs, and contracts.
• Maintain confidentiality of provider compensation.
• Prepare monthly disbursement reports and manage cash flow.

Skills

Detail-oriented

Integrity

Deadline management

Organizational skills

Interpersonal skills

Education

Bachelor’s degree in Accountancy/Accounting Technology/Financial Management

Tools

Excel

Accounting software

Clinic management systems

Job description

Job Summary

The Disbursement Associate is responsible for the accurate and timely processing of all clinic-related payments, including supplier invoices, professional fees (PF) of healthcare providers, operating expenses, and employee reimbursements. The role ensures strict compliance with internal controls, healthcare-related documentation requirements, and applicable Philippine regulations.

Key roles and responsibilities

1. Disbursement Processing (Clinic Operations)

• Process payments for:

Medical and clinic supplies (e.g., pharmaceuticals, consumables)
Equipment purchases and maintenance
Rentals, utilities, and service providers
Professional fees (PF) of doctors, consultants, and other healthcare providers

• Prepare checks, online payments and deposit payments in accordance with approved schedules
• Ensure all disbursements have complete supporting documents and proper approvals

1. Professional Fees (PF) Processing

• Prepare PF payables based on validated schedules, clinic system reports, or endorsed billing summaries
• Ensure required documents are complete (e.g., SOA, acknowledgment receipts, ARs if applicable)
• Maintain confidentiality of provider compensation

1. Accounts Payable Management

• Perform invoice validation and matching against:

Purchase Orders (PO)
Delivery Receipts (DR)
Service Agreements / Contracts

• Monitor due dates and prioritize critical vendors (e.g., medical supply chain)
• Coordinate with Purchasing, Clinic Operations, and Admin for discrepancies

1. Reimbursements and Clinic Expenses

• Review and process reimbursements (e.g., clinic petty expenses, emergency purchases)
• Ensure compliance with company reimbursement policies and documentation standards
• Flag non-compliant or unsupported claims

1. Cash Flow and Payment Scheduling

• Assist in preparing monthly disbursement report and summary of cleared checks
• Coordinate with Finance for funding and bank balances
• Help ensure continuous clinic operations by prioritizing critical payments (e.g., supplies, utilities, PFs)

1. Documentation and Regulatory Compliance

• Ensure all payments are supported by BIR-compliant documents (e.g., Sales Invoices)
• Maintain organized, audit-ready files (physical and/or digital)
• Assist in preparation of documents for:

External audit
BIR requirements
Internal compliance reviews

1. Internal Controls and Audit Support

• Strictly follow segregation of duties and approval hierarchy
• Ensure no payment is processed without complete documentation and proper authorization
• Assist in audit requests and provide supporting schedules and documentation

1. Coordination with Clinic Units

• Work closely with:
• Procurement / Admin
• HR (for PF and reimbursements)
• Address payment-related concerns of doctors, consultants, and suppliers in a timely and professional manner
• Perform cashiering tasks if needed to assist patients.

Qualifications

• Bachelor’s degree in Accountancy, Accounting Technology, Financial Management, or related field
• At least 1–2 years experience in disbursement, accounts payable, or finance operations (healthcare experience is an advantage)
• Familiarity with:
  • Professional fee structures (PF) in clinics
  • Philippine tax and invoicing requirements (BIR compliance)
• Proficient in Microsoft Excel and accounting/clinic management systems

Skills and Competencies

• High attention to detail and accuracy
• Strong sense of accountability and integrity (handles cash and sensitive financial data)
• Ability to manage deadlines, especially for PF payouts and critical suppliers
• Organized and systematic in documentation
• Good interpersonal skills for coordination with medical professionals and suppliers