1. Job Title: Customer Care Officers (6 Positions)
Job responsibilities
- Retrieve all patient records in advance of the booked appointment
- Make sure that appointments are noted either in the appointment book or on a data base if used
- Ensure that the hospital is opened at the appropriate time directed by the doctor and supervise cleaning to create a clean and healthy environment
- Give appointments to patients who want to see the doctor and inform the doctor of their arrival
- Maintain a constant contact with patients, receptionist and clinical staff to ensure smooth flow through the department and to be able to warn the patient if there are anticipated delays
- Ensure the data base of complaints is maintained in order to identify congestion or other problems so that these issues can be addressed
- Make awareness of the hospital functioning, service offered, specialist doctors and their availability, pharmacy policy and procedures
- Provide the awareness of the policies and procedures governing inpatient, outpatient and emergency medical services
- Ensure that the results of all waiting times surveys are analyzed and reported to the hospital management
- Ensure that wheel chairs are available, cleaned and the footrests are in place
- Adhere to all health and safety policies and procedures
- Comply with infection prevention and control policies and procedures maintained
- Ensure that directions for patients are adequate, clear and maintained
- Collaborate in patient and personnel fire and emergency evacuations practice on quarterly basis
- Monitor all exists for obstacles, boxes and vehicles blocking the free flow of people exiting that area
- Inform patients when test results have been confirmed
- Make sure filing are completed daily
Qualifications
- Bachelor’s Degree in International Relations, Communication, Public Relations, Office Management, Social Work, Public Health, Customer Relations, Hospitality Management with 0 Year of relevant experience
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2. Job Title: Cashiers 6 Positions)
Job responsibilities
- Receive payments from patients through the hospital approved payment platforms
- Issue official receipts for all cash transactions
- Collect revenue by recording financial information, collect charges for services and record third party claims
- Understand insurance packages and make necessary documents available to insurance agents when the need arises
- Ensure appropriate insurance guidelines are followed when providing services to patients e.g. verification of identity, insurance documents, etc
- Compile and report revenue collected at the end of the day using approved reporting templates
- Manage patients’ health data and other personal information and maintain confidentiality
- Ensure documentation to support submission of insurance claims is in place
- Provide clear information to clients regarding services at the Ndera Neuropsychiatric Teaching Hospital
- Provide timely feedback to clients to ensure high customer satisfaction
Qualifications
- Bachelor’s Degree in Management, Accounting, Finance, Commerce with 0 Year of relevant experience
- Advanced Diploma in Management, Finance, Accounting, Commerce with 0 Year of relevant experience
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3. Job Title: Storekeepers (3 Positions)
Job responsibilities
- Ensure database of all purchased stock items are maintained
- Perform monthly reconciliations and report to the Logistics Officer
- Forward a weekly list of stock to be ordered to the Logistics Officer
- Notify end users of latest acquisitions to enable them order appropriately
- Maintain an up-to-date record of all current requests from the departments/units
- Maintain an up-to-date list of complaints/concerns related to items for consideration when stock is ordered or new suppliers are approached
- Replenish stock as per FIFO (First On First Out) principles
- Maintain database of all issued stock items
- Ensure that stock that does not get used, marked for disposal/donation and not to be ordered again
- Make sure face value document books are signed and stock levels are maintained correctly
- Manage key holder register properly
- Ensure that inventory on shelves and database match every time a spot check or regular check is conducted
Qualifications
- Bachelor’s Degree in Management, Accounting, Supply Chain Management, Finance, Business Administration, Logistics Management, Commerce with 0 Year of relevant experience
- Advanced Diploma in Supply Chain Management, Business Administration, Management, Finance, Accounting, Logistics Management, Commerce with 0 Year of relevant experience
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4. Job Title: Accountants (2 Positions)
Job responsibilities
- Organize accounting records such as registers, ledgers, journals and individual accounts
- Prepare asset, liability and capital account entries by compiling and analyzing account information
- Recommend financial actions by analyzing accounting options
- Liaise with Planning, Monitoring and Evaluation Officer, Division Manager of Corporate Service and Director General to prepare the MTEF
- Enter MTEF data in Smart IFMIS
- Integrate changes in Smart IFMIS as agreed in budget consultation meetings
- Prepare monthly budget execution reports
- Identify budget gaps and propose budget revision
- Maintain the Cash Books and General Ledgers using an appropriate accounting software to produce income and expenditure reports and consolidate financial reports and statements
- Preparation of bank reconciliation statements at the end of each month and coordinate the timely production of accurate financial reports as per the set deadlines
- Process online declaration of VAT and withholding taxes though RRA website and print acknowledgement receipts
- Prepare monthly, quarterly and annual financial reports and submit them on time
- Ensure suppliers’ complaints are addressed in timely manner
- Facilitate internal and external audits.
- Put in place a proper filling system and ensure regular filling of accounting documents for indirect payments
- Summarize the current financial status by collecting information and preparing balance sheets profit and loss statements and other reports
- Substantiate financial transactions by auditing documents
- Maintain accounting controls by preparing and recommending policies and procedures
- Reconcile financial discrepancies by collecting and analyzing account information
- Secure financial information by completing database backups
- Maintain financial security by following internal controls
- Prepare payments by verifying documentation and requesting disbursements
- Answer accounting procedure questions by researching and interpreting accounting policy and regulations
Qualifications
- Bachelor’s Degree in Accounting, Finance with 0 Year of relevant experience
Required certificates
- Certified Internal Auditor (CIA)
- Certified Public Finance Management Accountant (CPFMA )
- Having CPA or CPA Intermediate level, CIA/CPFA/CPFM or ACCA Part1
- Certified Public Accountant (CPA)
- Association of Chartered Certified Accountants (ACCA)
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5. Job Title: Recovery Officers (2 Positions)
Job responsibilities
Leadership and team management:
- Lead, mentor and manage patient services unit, billing and recovery and revenue unit
- Develop and maintain a high performing team by setting clear goals, providing regular feedback and fostering a culture of collaboration and accountability
- Provide ongoing coaching, mentorship and performance evaluations to ensure staff effectiveness and productivity
- Foster a collaborative and productive work environment.
Strategic revenue assurance:
- Develop and implement a comprehensive revenue assurance strategy to maximize revenue while ensuring compliance with relevant regulations
- Analyze revenue trends, identify potential revenue leakage points and create strategies to address them
- Collaborate with hospital management to align revenue assurance efforts with the hospital strategic goals
Billing and recovery oversight:
- Oversee the billing and recovery unit in managing billing processes, claims submission and revenue recovery efforts
- Ensure the timely and accurate submission of claims to insurance companies, local government and other third party payers
- Implement strategies to reduce denials and underpayments
- Ensure all billing and coding practices adhere to relevant laws and regulations
- Develop and implement strategies to optimize the hospital revenue cycle, including reducing denials and improving collections
Compliance and regulatory adherence:
- Stay updated on healthcare regulations and payer requirements to ensure compliance with the hospital billing practices
- Collaborate with the hospital to develop and implement policies and procedures that adhere to regulatory standards
- Conduct periodic audits to identify compliance issues and implement corrective actions
- Financial analysis and reporting:
- Monitor and analyze key revenue performance indicators, such as accounts receivable, charge capture and revenue recovery rates
- Prepare and present regular reports to hospital management on revenue assurance performance and recommendations for improvement
Process optimization:
- Identify opportunities to streamline and optimize revenue assurance processes for greater efficiency and accuracy
- Collaborate with ICT Team to leverage technology solutions that enhance billing accuracy and reduce revenue leakage
- Continuously assess and improve revenue cycle processes to enhance efficiency and accuracy, reducing denials and write-offs
- Identify and implement technology solutions and software tools to streamline revenue cycle operations
- Identify areas where staff may require additional training or support for enhanced billing processes
- Monitor and follow up on outstanding payments, devising strategies to minimize overdue accounts
- Optimize cash flow by ensuring timely invoicing and efficient collection processes
- Collaborate with finance departments to analyze billing data and contribute to financial planning strategies
Patient billing services management:
- Lead the patient billing services team to ensure smooth and efficient patient billing processes
- Address patient inquiries and concerns related to billing and insurance matters
Customers management:
- Oversee relationships with external customers and third party partners involved in revenue cycle management
- Evaluate customer performance and negotiate contracts to ensure cost effectiveness and service quality
Contract management:
- Ensure that all partners have valid contracts
- Ensure that expired contracts are renewed to the existing policies, laws and regulations of the hospital
- Lead the discussion with new partners Tariff management:
- Lead the discussion for establishing and reviewing hospital tariffs for new and existing services
- Ensure the accuracy and implementation of the hospital tariff
Qualifications
- Bachelor’s Degree in Economics, Management, Accounting, Finance with 0 Year of relevant experience
- Bachelor’s Degree in Business Administration with specialization in Finance, business administration with specialization in accounting, Business Administration with specialization in economics with 0 Year of relevant experience
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6. Job Title: Logistics Officer
Job responsibilities
- Organize and manage the logistics activities by analyzing the key performance indicators to better respond to the needs of the hospital
- Identify the logistical needs and take steps to ensure that they are met on time in accordance with procedures
- Implement and guarantee an efficient supply chain management process (procedures, purchasing plan, supply plan etc.)
- Provide support for the planning and technical supervision of works carried out under the hospital
- Implement procedures for the proper management of all project, assets including fleet of cars and motorbikes, generators and rehabilitation supplies in collaboration with other key staff and stakeholders ;
- Supervise and train the logistics team
- Record and respond to all inquiries from hospital departments and service providers
- Ensure the safety and organized archive of all documents related to logistics such as infrastructure, assets, equipment, etc
- Supervise the management of the procurement budget and all related administrative aspects, ensure periodic reporting on the logistical aspects
- Conduct local market research for supply, services and works
- Collaborate and negotiate with local suppliers regarding proposals and information for the purchase of equipment, materials and services
- Obtain all necessary financial documentation to support purchases
- Prepare narrative and technical specification inputs for tenders, specifying required quantities, type and quality
- Provide assistance on office moves, reallocations and general distribution of logistics general supplies
- Assist with written and verbal purchasing negotiations
- Maintain logistics related databases and have experience with inventory management software
- Draft logistics related correspondences (internal and external) to awarded suppliers
- Participate in technical evaluations and post-tender preparations as well as contract management
Qualifications
- Bachelor’s Degree in Store Management, Supply Chain Management, Logistics Management, Assets Management with 0 Year of relevant experience
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7. Job Title: Human Resource Officer
Job responsibilities
Management:
- Develop, implement and monitor HR policies and procedures in line with hospital mission, vision and legal requirements
- Manage recruitment and selection process, including job posting, shortlisting, conducting written assessment, interviewing, hiring and onboarding new staff
- Oversee employee relations including conflict resolution, disciplinary actions and performance management
- Assess, design and implement training and development programs to enhance employee skills and career growth
- Maintain accurate and up-to-date employee records in compliance with legal and hospital requirements
- Conduct regular performance evaluations and provide feedback to employees to foster professional development
- Ensure compliance with all labor laws and regulations including employment contracts, termination processes and workplace safety
- Oversee the day-to-day administrative operations by ensuring efficiency and effectiveness in office management
- Support in various administrative tasks, including preparing reports, drafting correspondence and managing schedules
Employee relations:
- Guide and lead all HR operations including contract management of new and existing positions, the extension of appointments, renewal of non-staff contracts and termination
- Foster a positive work environment by addressing employee concerns, managing conflicts and promoting a culture of collaboration and respect
Financial and Resource Management:
- Collaborate with the finance team to develop and manage HR budget
- Monitor and manage expenditures related to HR and administration, ensuring they align with budgetary constraints
- Assist in the preparation of financial reports and audits related to HR activities
Salary and fringe benefits:
- Knowledge of all IPPIS system modules
- Prepare monthly payrolls and the final pay slip
- Check monthly calculations of salaries and taxes and ensure they conform to local legislation
- Process payroll by gathering and verifying time and attendance data, calculating pay and ensuring accuracy in salary transactions
- Handle administrative tasks related to employee benefits programs, such as health insurance, retirement plans, leave policies and termination benefits
- Reconcile payroll discrepancies and resolve any payroll related issues in a timely manner
- Respond to employee inquiries regarding payroll, benefits and HR policies
- Collaborate with employees for tax related issues
Qualifications
- Bachelor’s Degree in Human Resource Management with 0 Year of relevant experience
- Bachelor’s degree in Management , Business Administration Specializing in Human Resource Management with 0 Year of relevant experience
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8. Job Title: Infrastructure And Non-Biomedical Maintenance Technician
Job responsibilities
- Ensure the safety of installations, the patients and the public throughout the hospital
- Plan and ensure preventive maintenance for the hospital
- Initiate and prepare acquisition plan of all non medical equipment and spare parts
- Ensure preparation and maintenance of detailed repair records
- Ensure prompt maintenance of equipment is done
- Identify required tools and test equipment for non biomedical maintenance
- Participate in quality assurance program
- Ensure supervision of outsourcing maintenance contracts
- Update non medical equipments inventory and ensure disposal of unusable non- medical equipments
- Ensure a constant supply of steam to laundry, kitchens, other services, etc
- Ensure that expansion of the mechanical infrastructure of the establishment can take place as the hospital evolves
- Maintain a data base detailing full compliance with relevant standards
- Maintain up to date physical asset register
- Maintain a data base of all minor schemes and capital works
- Maintain a database detailing all contract work that is performed, ensuring high performance and full compliance with recommended standards and legislation
- Submit regular reports to the Chef Technique reflecting all technical information
Qualifications
- Bachelor’s Degree in Civil Engineering, Construction Technology, Engineering Survey, Building and Construction Technology, Plumbing, Electrical Engineering, Public Works, Quantity Surveying, Building Construction with 0 Year of relevant experience
- Advanced Diploma (A1) in Plumbing, Civil Engineering, Electrical Engineering, Public Works, Building Construction, Building and Construction Technology, Engineering Surverying, Quantity Surveying, Construction Technology with 0 Year of relevant experience
