Finance Admin Assistant at HealthX Africa

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.