BILLING OFFICER

The Billing Officer is responsible for Avina Therapy’s end-to-end invoicing function, ensuring all services are billed accurately, claims are submitted on time, and payments are received across NDIS, Medicare, DVA and other funding streams.

Reporting to the Billing and Claims Manager, this role also supports the Finance Manager with creditor and debtor payments and general ledger reconciliation. It bridges finance and clinical operations by coordinating billing activity with therapists and feeding revenue data back to management, playing an important role in both the organisation’s financial performance and the participant experience.

All work must align with the compliance obligations set out in the Professional Responsibilities section below.

• 100% Remote: Work fully remotely with no daily office commute.
• Regular Day Shift: Enjoy a consistent day-shift schedule aligned with Australian business hours.
• Work-Life Balance: A remote-first setup with predictable working hours.
• Australian Workforce Exposure: Gain valuable experience supporting a distributed Australian workforce.
• Purpose-Driven Work: Be part of an organisation focused on evidence-based, neuro-affirming care and helping people achieve their individual goals.

Key Relationships

Internal

•     Billing and Claims Manager: direct supervisor and primary escalation point.

•     Finance Manager: support for creditor and debtor payments and general ledger matters.

•     Therapists and clinical team leaders: coordination on service delivery and stop, service decisions.

•     Avina Therapy executives and managers: reporting and issue resolution.

•     Finance and payroll team:  coordination on payment processing and ledger activity.

External

•     Plan Managers, the NDIA and Services Australia

•     Participants and families regarding invoice and funding queries

•     Marshall Freeman and other debt recovery partners

Key Responsibilities

NDIS Agency: Managed Billing

•     Check plan dates and funding before submitting claims.

•     Create and maintain Service Bookings in PRODA.

•     Run weekly bulk uploads, including pre-claim clean-up and exception reporting.

•     Investigate and resolve claim errors, then resubmit claims promptly.

•     Process manual claims when bulk upload is not suitable.

Plan-Managed and Self-Managed Billing

•     Generate batch invoices in Splose and send them to Plan Managers and self-managed participants.

•     Work with Plan Managers and other stakeholders to resolve disputes and secure payment.

•     Notify therapists of overdue accounts and coordinate stop service decisions when required.

•     Follow up unpaid invoices through reminders and escalate matters to Marshall Freeman when needed.

Other Funding Streams

•     Process manual claims for Medicare, DVA, NQIS and other funding streams.

Finance Administration

•     Monitor the Finance inbox and respond to invoice and funding queries within agreed timeframes.

•     Apply received payments and reconcile them against outstanding invoices.

•     Support the Operations Manager with creditor and debtor payments and general ledger reconciliation.

Continuous Improvement

•     Identify recurring billing issues and suggest practical solutions.

•     Contribute to process and system improvements across the billing function.

•     Share knowledge and support colleagues to strengthen overall team capability.

Delegation of Authority

The Billing Officer does not have authority to approve write offs, agree payment plans or waive fees. Decisions of this nature must be escalated to the Billing and Claims Manager or the Finance Manager in accordance with Avina Therapy’s Delegation of Authority Policy. Referrals to debt recovery partners require approval from the Billing and Claims Manager.

Essential

•     Demonstrated experience in accounts payable and receivable within a medium to large organisation.

•     Strong reconciliation skills, including exception reporting and clean up.

•     Proven ability to meet financial deadlines in a fast-paced environment.

•     Confidence using the Microsoft Office suite, including intermediate to advanced Excel skills.

•     Accurate and efficient data entry skills, with strong attention to detail.

•     Strong numeracy and literacy skills.

•     Discretion and a strong commitment to confidentiality and privacy.

•     Clear communication skills and the ability to work effectively with Plan Managers, therapists and external debt collection partners.

•     Ability to manage competing priorities across multiple funding streams.

•     Commitment to ongoing learning and professional development.

•     Familiarity with NDIS billing concepts, including plan management types, service booking requirements and claiming rules.

•     NDIS Worker Screening Check (or willingness to obtain one) and a National Police Check.

Highly Desirable

•     Previous team leadership or mentoring experience, with the ability to build capability across a team.

•     Hands on experience with NDIS billing systems, including PRODA, bulk uploads, Service Bookings and manual claims.

•     Experience using Splose or a similar practice management platform.

•     Familiarity with Medicare, DVA and other funding stream claiming processes.

•     A relevant qualification in accounting, bookkeeping, business or finance.