MS Supervisor (Ext)

Grade 12 / National Certificate or equivalent

Travel

10 - 20%

Job Purpose: The holistic management of a team within the Operations Department. The Supervisor is responsible to motivate and manage the team in an encouraging manner to ensure that the team performs and accomplishes the targets set by Management. A supervisor within the Operations Department is held responsible to encourage the development of each member within their team, with a focused drive to improve the team member's ability to apply for promotion within Medsol. The Supervisor's actions must always promote employee loyalty to our company's vision.

1. Monitoring of weekly batches
   1. Ensure that batch deadlines are assigned correctly in terms of Medsol's contractual obligations.
   2. Allocate batches to relevant team members for processing.
   3. Monitor the flow of batches between team members ensuring that such handover progresses smoothly.
   4. Ensure that batches are processed correctly (quality control) and within the designated timeframe.
   5. Provide assistance to team members during the processing stages of the weekly batches.
   6. Ensure that all batches due for the payment run(s) are completed and updated timeously enabling Finance to commence payment run.
   7. Check each client's query list and ensure that it is professionally worded in line with the MS's spectacular customer service initiative.
   8. Inform your manager of substantial query lists where movement is not satisfactory.
   9. Instruct CSOs to assist with outstanding queries for practices as needed.
2. Client Management
   1. Ensure that communication with clients is clear, detailed and professional.
   2. Establish and maintain good client relationships with the administration staff as well as the Service Providers directly.
   3. Ensure that you regularly conduct telephonic surveys to assess the clients' satisfaction levels with your team's performance.
   4. Assist with telephonic training to clients or when needed in field visits to clients.
   5. Ensure that the client status is monitored. Follow up with practices that are not regularly submitting paperwork for processing & keep your direct manager informed at all times.
   6. Assist with settlement communication to practices - keeping your manager updated with the latest information for batches submitted.
3. External Staff Liaison (Sales Representative / Client Service Officer / Training Specialist)
   1. Ensure that a good working relationship exists between the team and the external staff.
   2. Regularly update any external staff, about any relevant developments with practices.
   3. Timeously respond to any queries from external staff members.
   4. Instruct external staff to assist clients with any training needs as identified by your team.
4. General Administration
   1. Ensure that regular age analysis feedback are provided to Medsol clients, including legal information in respect of the progress for accounts handed over for collection.
   2. Follow up any high level guarantor feedback received and ensure that the necessary actions are taken to resolve the feedback.
   3. Ensure that the team's EDI submissions are done timeously for all medical aid claims and that no stale claims result from negligent actions within your team.
   4. Ensure that credit control actions are in line with the company's protocol and that claims are efficiently managed within your team to avoid prescription of debt.
   5. Prepare for weekly meetings with your manager and ensure that minutes of such meeting are clearly and timeously communicated to your team.
   6. Ensure that all Service Providers are actively submitting claims for processing in a timeous manner, elevate the Service Providers that are continuously submitting claims late for processing and thereby increasing the pressure in the team to avoid stale claims.
   7. Ensure that you are aware of the rules and guidelines provided by the Company in your training manual.
5. Debtor's management
   1. Monitor the outstanding debtor's book for your team - ensuring that payment is timeously collected by your team.
   2. Ensure that any payment trends identified are promptly and accurately dealt with by your team as well as communicated to fellow MS teams during the monthly Supervisor Meetings. Concerning trends from any guarantors must be addressed with your direct manager.
   3. Endeavour to meet your collection targets provided by management.
   4. Ensure that your team's payments are allocated correctly and immediately report any problems in respect of payment allocation to your direct manager as well as the debtors' supervisor.
   5. Monitor the Prefund to Administration reversals for your clients and immediately take corrective actions should the reversal amount equal more than 10% of the client's monthly turnover.
   6. Assist team with their debt collection if necessary.
6. Staff Development & Training
   1. Train any new team members allocated to your team
   2. Provide continuous training to team members as errors are identified in their weekly & monthly activities.
   3. Update your team members as systems or processes within the operations department is changed or enhanced
   4. Ensure that your team members are empowered with knowledge to improve the quality of their decision making and allow them to become more independent of your input as supervisor.
   5. Develop each team member to achieve his/her full potential within the company.
   6. Establish a development plan with monthly mentoring sessions for each of your team members.
   7. Manage your teams performance with the weekly batches and credit control, repeated mistakes should be escalated to disciplinary measures if further training is not successful.
7. Staff Management
   1. Monitor and control monthly timesheets, ensuring that timesheets are completed accurately and that the relevant forms are attached.
   2. Approve or reject any leave requests from team members on the ESS system, ensuring if approved that all relevant documentation have been uploaded onto the ESS system.
   3. Complete performance reviews in April and November for all permanent team members.
   4. Complete probation reviews as per protocol during the staff member's probation period, providing the relevant training to ensure that such probation period can end successfully within the allotted period.
   5. Ensure that all team members performance are in line with the requirements for their positions - if performance is constantly lower start the necessary disciplinary or corrective actions.
   6. Motivate the team to achieve their weekly targets and improve their performance between reviews.
   7. Manage the conduct of team members, addressing any concerns timeously and fairly.
8. Team Focus & Function
   1. Ensure that your team's activities are aligned to the company's objectives and if necessary re-align your team's weekly activities to achieve same.
   2. Provide work plans for the team to achieve their operational goals and objectives.
   3. Lead the team to overcome any obstacles to their individual and mutual successes.
9. Intercompany relationships = Synergy
   1. Ensure that you understand your team's function and role within the Operations Department as well as the function and role within the company as a whole.
   2. Ensure that you transfer this big picture knowledge of role and function to your team members - every cog in the operations wheel is essential.
   3. Promote good working relationships with other teams and departments within Medsol.
10. Special projects
    1. Complete any special projects on instruction from Management.

• NQF 4 / Matric
• Minimum of 2 years' experience gained (Internally/externally) within a
  • medical accounts department (including schemes),
  • financial department dealing with debtors and/or creditors or
  • a collections agency/department.
• Minimum of 1 year Supervisory experience in a medical accounts, financial and or collections agency/department.

1. Ability to motivate and manage a team
2. Deadline driven individual able to perform under high pressure
3. Flexible adapting to changes in daily routine on short notice
4. Excellent telephonic communication skills as well as interpersonal skills
5. Ability to establish and maintain good client relationships
6. Read, write, speak in English.
7. PC literate - intermediate to advanced knowledge of Word and Excel
8. Matric / equivalent qualification
9. Solid understanding of accounting & mathematical principles - preferably debtors or creditors experience is required
10. In-depth knowledge regarding the fundamentals of medical aid rules, billing and collections in the Medical industry will be advantageous.

18/3/2026

Please note that as part of this application process you will be required to attach a copy of your CV (MS Word/PDF) as well as certified copies of your qualifications. Please ensure to attach your most updated versions of these documents as they will be used for shortlisting purposes.