Key Responsibilities:
Accounts Receivable & Billing Support:
Manage invoicing, ensuring bills are prepared and dispatched promptly.
Handle client queries regarding invoiced fees and any detailed information required.
Send out monthly client statements/letters as agreed.
Prepare and generate accurate patient bills and invoices for outpatient and inpatient services.
Verify patient insurance coverage and eligibility before services are rendered.
Ensure that all charges are accurately recorded and billed.
Credit Control & Collection Management:
Handle internal queries about payments and ensure timely payments from clients.
Negotiate repayment plans for overdue invoices.
Chase overdue invoices via phone, email, letters, and in-person visits.
Reconcile customer accounts and ensure accuracy in transactions.
Prepare reports on outstanding balances and payment trends.
Identify high-risk accounts and escalate potential bad debts to management.
Maintain professional relationships with clients to ensure smooth communication about payments.
Claims Processing & Patient Account Management:
Submit claims to insurance providers and follow up on unpaid claims.
Review and resolve claim denials and rejections with insurance representatives.
Maintain up-to-date patient account records, including billing history and payment status.
Communicate with patients regarding their bills and insurance coverage, providing clear explanations.
Operational & Administrative Support:
Provide general administrative assistance including scheduling, filing, and office management.
Assist with day-to-day office operations to ensure smooth running of the finance department.
Maintain and organize financial records, documents, and correspondence.
Act as custodian of all contracts, ensuring both soft and hard copies are properly maintained.
Assist in preparing and submitting monthly reports to the Ministry of Health in liaison with the clinical team.
Procurement & Supplies Management:
Perform procurement functions for departmental needs.
Maintain a supplier database and obtain requisitions, quotes, and approvals for supplies.
Order and maintain office supplies, keeping track of inventory levels.
Petty Cash Management & Financial Records:
Handle petty cash float and all petty cash payments, including disbursements and replenishments.
Maintain accurate financial records by recording daily transactions in the general ledger and reconciling discrepancies.
Contract & Document Management:
Coordinate with internal and external stakeholders to ensure timely preparation, signing, and filing of contracts, MOUs, NDAs, KYC documents, and other important documents.
Track and manage the renewal of various licenses and insurance policies, ensuring compliance with regulatory guidelines.
Travel Arrangements:
Assist in making travel arrangements for staff, including booking flights, hotels, and transportation.
Prepare travel itineraries and ensure adherence to travel policies.
Compliance & Reporting:
Ensure compliance with company policies, regulatory standards, and insurance requirements.
Generate and submit regular reports on billing activities.
Assist in the development and implementation of billing procedures and policies.
Collaboration:
Work closely with clinical staff to obtain necessary documentation for billing purposes.
Coordinate with the finance department to ensure accurate revenue reporting and financial management.
Additional Duties:
Assist with any other administrative and accounting functions as assigned by the CFO or senior management.
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