Supervisor/Team Leader, Debtors Department at Aga Khan University Hospital

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.