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.
