Job Opportunities at Aga Khan University Hospital

Medical Jobs, Administration, Secretarial, Finance, Accounting, Audit,

Patient Service Supervisor, Patient Services Department

Job Purpose:

Supervise daily operations of all patients’ services staff to ensure efficient service through excellent customer service and optimum revenue collection at all points in line with organizational service standards, goals and objectives.

Key Responsibilities:

• To ensure excellent customer service by resolving Patients complaints in real time; ensure time-tracking is done as well as overseeing and confirming complete patient documentation during visits.  Resolve any client issues that have been escalated.
• Analyze complaints and suggestions and take corrective and preventive action.
• To ensure all services are captured in the system as per the laid down protocols as well as ensuring corporate and administrative guidelines are adhered to, including providing oversight to completion of corporate/insurance claim forms.
• To ensure cash collections are properly accounted for as per hospital policy, refunds and cancellations are done on time.  Any shortages should be addressed at the end of the shift including preparation of reconciliation reports.
• Coordination of finance operations:  take charge and ensure there are no gaps in finance operations at all times.
• Preparation of duty rota for staff to provide adequate coverage in all shifts including leave cover.
• Ensure invoices/letters of undertaking are received in the debtors’ department in good time.
• Review all admissions documentation to make sure they are in order i.e. National Hospital Insurance Fund (NHIF), Smart Card Application and pre-authorizations.
• To ensure adequate supplies of consumables, required forms, stationery at all times.
• Monitor staff performance on a continuous basis as well as annually against the set KPIs.
• Ensure continued quality improvement in the department by reviewing relevant departmental policies and procedures in line with ISO and JCIA Standards.  Educate staff to ensure adherence to the set standards and procedures.
• Any other duties may be assigned from time to time.

Qualifications and skills required:

• Bachelors’ degree in business management or Equivalent  
• At least 2 years work experience in a similar role and preferably in the hospitality industry
• Excellent Customer Service & people skills
• Ability to multi-task & detail oriented
• Good communication & interpersonal skills
• Attention to detail and good problem-solving skills.
• Culture sensitive individual
• Good planner & results oriented
• High integrity. 

Patient Services Coordinator, Patient Services Department

Job Purpose:

Maintain the reception area by providing front office administrative services and customer care service to patients, AKU staff and the public by receiving and addressing inquiries in a professional and polished manner, while accounting for all daily financial transactions processed at the front desk/patient reception.

Responsibilities:

• Provide outstanding customer services to patients, public and AKU staff and ensure inquiries and complaints to the department are addressed expeditiously.
• Consistently provide full coverage at all times at the front desk by clocking in and out in the HR time management software.
• Beware of the down time and data protection procedure in the event of a system failure.
• As a cashier, maintain a manual invoice and receipt process in the event of a computer system malfunction and upon resumption of computer system, update data and records in the computer system.
• Admission of patients and collection of IP deposits as per the laid down guidelines.
• Account for and balance all monies collected from patients on a daily basis and deposit the money to main hospital Automated Banking Machine at the end of a work shift.
• Look in the computer system and verify and confirm credit services that are applicable to corporate employees as per the account entitlement details
• Ensure the Pre-Authorizations are duly completed by the Physicians and sent to corporations for approval within 24hours.
• Liaise with patient services supervisor, manager and patient’s insurance company regarding any uncertain approval of such cases.
• Check and verify patient data in the computer system and bill the correct patient for the right services and collect the right amount of payment for the services.
• Verify that all benefits for corporate employees are billed as per existing entitlement guidelines.
• Assist other patient services staff when the need arises in order to foster overall efficiency of the department and deliver timely patient care.
• Answers both internal and external phone calls promptly and respond appropriately. Communicate messages promptly and accurately to concerned persons in order to help in the maintenance of smooth organization of patient care.
• Re-confirm/ update contact numbers of patients. In addition, ensure realistic appointments are booked and rescheduling is done on a timely basis. Rescheduling of appointments by the physicians must be communicated to the patients on time by the staff at the consulting clinics.
• Escalate any difficult/challenges faced in the cause of the operations to the Duty Supervisor/ Manager promptly for assistance.
• Any other duties as may be assigned from time to time.

Qualifications and skills required:

• Diploma in Front Office Administration/ Business Administration or equivalent.
• At least 3 months’ work experience from the hospitality industry
• Excellent Customer Service & people skills
• Ability to multi-task & detail oriented
• Good communication & interpersonal skills
• Attention to detail and good problem-solving skills
• Ability to deal with the public
• Culture sensitive individual
• Good planer & results oriented,
• High integrity. 

Finance Coordinator (Treasury), General Finance

Job role

Maintain treasury accounting function for Aga Khan University Hospital Nairobi by ensuring cash collected has been deposited in the bank; oversee and review daily and monthly cash reconciliations of the Hospital and Outreach locations; develop weekly cash flows; develop effective and efficient working capital strategy; maintaining bank reconciliations; develop and implement effective investment strategies with various banks in Kenya and develop strong controls related to cash and treasury management of the institution.

Key responsibilities

Daily cash reconciliations:

• Ensure that cash, m-pesa and credit card payments collected at the Hospital and Outreach clinics is deposited in the bank by cashiers and receptionist.
• Cash, m-pesa, credit card payment reconciles with Electronic Health Record System.
• The daily cash, m-pesa, credit card payments are recorded in the General Ledger and reconciled with Electronic Health Record System.

Bank reconciliations

• Ensure accurate and timely preparation of bank reconciliations to be submitted for review as per KPI. The bank reconciliations should reconcile with daily cash reported in the Electronic Health Record system.
• Ensure that all reconciling items are followed up and closed on before the following month.

Letters of credit

• Timely preparation and establishing of letters of credit and bank guarantees as per requested by Purchasing and supply chain management division/other user departments.
• Ensure proper documentations are attached before the of letters of credit and bank guarantees and are prepared.

Daily cash and investment management

• Monitor and maintain daily cash report and circulate the same.
• Manage cash flow by ensuring adequate liquidity for processing staff compensation and   key vendors payments.
• Manage short- and long-term investments to maximize returns
• Evaluate investment opportunities with bankers as well as CBK and recommend to Finance Manager.
• Liaising with accounts receivable to adequately plan for cash collections and cash flow planning.

Audit schedule

• Assist the Finance Manage in maintain all balance sheet GL schedules with detailed listings and supports.
• Follow up with finance colleagues to ensure all schedule are done on time and escalate anomalies to Finance Manager.
• Assist the finance manager and other accounting colleagues with accounting duties as allocated.

End month GL Closing Activities

• Assist Finance Manager in active participation of end month closing activities relating to Treasury by ensuring that all JVs and transactions are accurately recorded by closure of the month.

Qualifications and skills requirements:

• Bachelor’s degree in accounting and finance
• Professional training ACCA / CPA (K)
• Over 3 years of professional experience. The experience of managing treasury function of a bank and large corporate will be added advantage
• Excellent computer accounting skills
• Excellent communication and interpersonal skills
• Technical skills in accounting applications and MS Excel
• Excellent analytical skills
• Excellent Excel and spreadsheet skills
• Person of high integrity with a positive attitude towards work.
• A team player with good organizational and communication skills
• High self-drive and solution oriented
• Attention to details and problem-solving skills.
• Ability to set priorities and work effectively with minimum supervision.
• Able to work flexible/long hours as and when required.

• Patient Service Supervisor, Patient Services Department
• Patient Services Coordinator, Patient Services Department
• Finance Coordinator (Treasury), General Finance