Latest Recruitment at Aga Khan University Hospital

Position Summary

Reporting to the Manager, Debtors department, the Entitlement Finance Officer will assist the Corporate Entitlement supervisor in dictionary mapping i.e.: entitlements, administration rules & regulations and exclusions have been mapped correctly in the system and to make recommendation regarding corporate administration.

Key Responsibilities

• Evaluate gaps raised by Revenue cycle, billing staff and document the relevant Meditech Jiras. Coordinate with Meditech for solution.
• To guide finance in dictionary building in Meditech e.g. entitlement, discounts, co-pay, and any other administration rules agreed upon by the client.
• Testing all Revenue cycle developments and solution
• Monitoring of the Daily System Management Desktop
• Participate in responding to enquiries that may be raised by Meditech on Revenue cycle matters.
• Coordinate with Meditech and ICT in developing selection files and reports customization for the Revenue cycle.
• Daily monitoring of system assigned dictionaries and resolving of denials codes & Invalid accounts.
• Mapping of staff and ensuring all staff costs are correctly allocated by division.
• Daily monitoring of diagnosis compliance and the reasons for any gaps to facilitate corrective actions with parties involved.
• Attending to corporate reconciliations emanating from systems mapping gaps and ensure corrective measures are taken.
• Daily monitoring of electronic claim management and ensure the system is executing as expected.
• Participating in creating and updating the Revenue cycle training materials for all billing areas on and off campus
• Identify areas of personal and professional growth to stimulate personal and organizational growth. In addition to participate in identifying other staff to be developed in matters pertaining to Meditech Revenue cycle structure for capacity building.
• Liaise with Budget & planning and People Soft teams to ensure correct mapping of non-charge codes and account receivables codes are in place for accurate financial reporting.
• To offer prompt and satisfactory services to internal and external clients on physical and calls enquiries pertaining to accounts mapping and billing.
• Participate in opening/closing of accounts as advised by different corporates clients in line with signed credit facility contracts.
• Participate in preparation of service audits to enable the department to achieve its quality objective.
• Perform any other duties as may be requested by the department leadership.

Qualifications and skills required:

• Bachelor of Commerce/CPA K or equivalent qualification
• KCSE Mean grade C
• A minimum 3 years’ experience in a busy Accounting/Credit Management department.
• Exposure in systems implementation and Proficient in MS Office Suite
• Excellent communication skills both written and oral.
• Excellent customer service skills.
• Good people skills: Ability to build relationships among team members.
• Ability to work under pressure and meet stringent deadlines.
• Physically fit and able to sit for long hours.
• Accuracy & efficiency in handling demanding workload.
• Knowledgeable and can perform routine/non routine assignments.

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Position Summary

Reporting to the Manager, Debtors department, the Supervisor/Team leader will ensure that the corporate debt is collected within the stipulated period and make recommendation regarding uncollectable amounts and long outstanding reconciling items.

Key Responsibilities:

Debt Collection

• Coordinate Debt administration and collection of debts
• Monitor and take appropriate action on accounts that have surpassed their set limits.
• Organize and hold meetings with corporate clients to discuss the status of respective accounts.
• Prepare write-off file on yearly basis.
• Submit the monthly downloads to corporate clients.
• To review the credit limit status on yearly basis.
• Ensure all the cheques received have accurate & complete remittance, forward to computer section for allocation. The same should be confirmed to have been allocated in full.

Dispatch of Claims

• Confirm all corporate claims are submitted to the payers Electronically or physically as per existing agreement with the corporate.
• Confirm all submitted claims meet corporate requirement before submission in MT dispatch platform.
• Confirm quality dispatch of claims to minimize declines from payers.

Accounts Reconciliation

• Plan, coordinate and spearhead the reconciliation of the Accounts.
• Make initial decisions on Liability allocation between AKUHN and the client(s) during a reconciliation and advising the debtor’s coordinator.
• Preparing and participating in reconciliation sign off.
• Supervise the manual reconciler on the returns / rejections handling team.

Staffing and Training

• To monitor and evaluate individual and team performance.
• Prepare leave schedule to ensure the smooth running of the sections.
• Supervise staff and maintain an atmosphere of acceptance and support within the department to enable good team spirit.
• Identify areas of personal and professional growth for staff and self in order to stimulate personal and organizational growth.
• To review and monitor whether the policies and procedures are adhered to.
• Recognize the needs of others within the department and other departments to maintain an emotionally healthy environment.
• Participate constructively in the performance appraisal process to enable individual and organizational goals to be addressed.
• Offer prompt and satisfactory services to internal and external clients as per the established policies and procedures of the department to enable overall accomplishment of the departmental goals.

Audits

• Participate in preparation of service audits to enable the department achieve its quality objective.
• Preparation and compilation of audit evidence as per request.

Reporting

• Prepare and submit the corporate specific provisions for doubtful debts by 3rd of the following month.
• Analyze & tie to the General Ledger Provisions/Write offs account on monthly basis by 3rd of every month.
• Maintain confidentiality and safe custody of internal and external client documents.
• Maintain accurate departmental reports.
• Maintain all the records, correspondences of corporate e.g. Reconciliations, sign off, invoices returns, dispatch, deposits/bank Guarantee and credit limits.
• Report any incidences regarding patients to the Supervisor.
• Deal with any inquiries that may arise as per stipulated policy guidelines.
• Provide periodic reports as and when required.
• To submit the yearly and monthly downloads to corporate clients
• Facilitate monthly closure on the Maternity and ANC package account.

Qualifications and skills required.

• Bachelor of Commerce, CPA II or equivalent
• Kenya Certificate of Secondary Education (KCSE) with mean grade C or its equivalent
• Proficient in MS Office Suite
• Formal training in customer care or equivalent demonstrated experience
• A minimum 3 years’ experience in a busy Accounting/Credit Management department
• Excellent communication skills both written and oral
• Excellent customer service skills
• Good interpersonal skills: Ability to build relationships among team members
• Ability to work under pressure and meet stringent deadlines.
• Physically fit and able to sit for long hours.
• Accuracy & efficiency in handling demanding workload
• Knowledgeable and can perform routine/non routine assignments.

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Job Purpose

To oversee people’s management, inventory management and general warehouse operations.  To link Pharma warehouse and PSCMD by ensuring a cohesive ambient work environment thus providing optimal stock and inventory control mechanisms in line with policies and procedures of the department and institution at large.

Key responsibilities

Medication Management & Use Indicators and Inventory oversight

• Ensure availability of critical and essential medicines in the hospital.
• Monitor supplier pending orders and out of stock items, advise users on alternatives available, look up alternatives using the reference material LEXICOMP and on retained products from the PPB portal and advise PSCMD.
• Ensuring that there are adequate buffer stocks of DDA in the pharmacy and that they are received from the suppliers according to policy and immediately dispatched to the pharmacist at the main pharmacy.
• Working with the chemo pharmacy to ensure regular supply of cytotoxic drugs and following up the special chemo orders with a Leadtime.
• Informing users on the new additions to the formulary and ensuring supply.
• Submit report of fast moving and slow-moving items, dead stock to the chief pharmacist for review and action. Initiate return of slow-moving items back to the vendor.
• Compile reports of out of stock and back in stock items and submit to the manager PSCMD.
• Oversee incineration of expired drugs according to the hospital policy.
• Observing IPSG 3- storage of high alert medication in the stores and ensuring that all the look alike, sound alike and HAMS drugs are properly labelled before leaving the pharmacy stores.
• Monitoring of short expiry, and timely return to vendor and removal of expired drugs as per laid down procedures.

Administration

• Oversee team operations, by ensuring all assigned tasks are performed to the required standard.
• Oversee that the store adheres to the required storage conditions i.e. room and cold storage temperatures;
• Goods are arranged for FIFO (first in first out), FEFO (first expiry first out)
• Goods are stacked as per instructions from the manufacturer.
• Temperature is monitored and recorded twice daily
• Procedure for storage and handling of hazardous materials is adhered to.
• Receiving medications from vendors and stacking of the same as per laid down policies
• Accurate issuance of medications to pharmacy satellites

Quality Control

• Ensure drugs supplied adhere to internal/external regulatory bodies for instance PPB
• Ensure JCIA standards are maintained and adhered to.
• Prompt update of GRN’S
• Regular random stock counts done and records maintained
• Expiries and short expiries are closely monitored
• Conduct weekly random spot check on inventory at pharmacy stores, more so on stocks highly susceptible to variance
• Ensure that expired items are disposed as per policy

Coordination and reporting

• Ensure stores operations are within stipulated time.
• As and when required, improve processes within the warehouse to ensure smooth operation and safe handling of stocks and inventory.
• Coordinate quarterly stock take and monitor stock reconciliation for internal satellites and outreach central store
• Ensure both PSCMD and Pharmaceutical matters are pre informed for prompt action and if need be escalated to the chief pharmacist/managers

Qualifications and skills required

• Diploma in Pharmaceutical Technology.
• Bachelor’s degree/Diploma in Purchasing and Supply Chain Management or a related field will be an added advantage.
• Proficiency in MS Office
• Proficiency in MS Excel
• Inventory control systems
• Minimum of 3 years’ work experience in a busy store/warehouse
• Team player with ability to independently make decisions.
• Self-starter with good team leadership skills
• Strong negotiation skills and convincing power
• Ability to resolve issues amicably.
• Good organization and administrative skills
• Must be honest and with high Integrity.

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Introduction

• Aga Khan University Hospital, Nairobi (AKUH, N) is a private not-for-profit teaching hospital that provides tertiary and secondary level healthcare services. It is one of the hospitals in East Africa accredited by the Joint Commission International from USA. The University Hospital has been providing high quality care for the people of East Africa and beyond for over 60 years.
• The Aga Khan University Hospital, Nairobi Outreach Division is a rapidly growing network of 52 medical centers spread over East Africa. These medical centers feature three to five consulting rooms with a practice that is home to specialists, qualified medical officers, highly experienced nurses and constant reception cover. The clinics offer an on-site pharmacy and laboratory as well as imaging services. There is high expectation for staff to provide high quality professional services.
• Reporting to the Chief Operating Officer (COO) - Outreach Division, the incumbent will manage financial and operational management of the medical centers.

Key Responsibilities

• Plan, organize, control, and lead the operations of Outreach Centers (OC) on a day-to-day basis.
• Contribute to short and long-term organizational planning and strategy as a member of the management team.
• Participate in the preparation of Standard Policies and Procedures for OC in collaboration with all clinical, diagnostic and support service departments practicing at OC.
• Determine staffing requirements, interview, hire and train new employees, or oversee these personnel processes.
• Manage and increase the effectiveness and efficiency of Support Services for effective delivery of services.
• Participate in implementation of the marketing initiatives in coordination with the Marketing Department and the relevant Aga Khan University Hospital (AKUH) Departments to achieve the objective.
• Prepare operational performance reports to enable evaluation of the performance of Outreach Centers.
• Update and revise SOPs to effectively carry out the goals and objective of Outreach Services.
• Assist in preparation of both operating and capital budgets based on approved goals and objectives of AKUH Outreach Services.
• Plan and coordinate the development and implementation of new OC by working with COO and Operations Management.
• Visit all the Centres to evaluate the performance of the staff as per all the applicable policies and procedures and submit a report for every quarter.

  Requirements

• Minimum of Masters degree in Management /Business Administration /Finance or equivalent
• 5 or more years’ experience in a similar position, preferably in a healthcare institution
• Demonstrated understanding of development, training, and proposal skills
• Proficiency in computer applications coupled with strong business acumen, presentation, and negotiation skills.
• Demonstrated analytical, interpersonal and communication skills.
• Flexibility as the position requires extensive travel.