Supervisor/Team Leader, Debtors Department

Introduction

Aga Khan University Hospital, Nairobi is a private not-for-profit teaching hospital that provides tertiary and secondary level healthcare services. It is the first hospital in East Africa to be accredited by the Joint Commission International from the USA. The University Hospital has been providing high quality care for the people of East Africa and beyond for over 60 years.

Under The Aga Khan University Hospital is an Outreach Division, which is a rapidly growing network of about 50 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.

Applications are invited from appropriately qualified candidates with a clinical background for the position of Supervisor/ Team Leader in the Debtors Section, Finance Division.

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.