Finance Officer

PURPOSE OF THE ROLE:

At Mary Begg, the Finance Officer is based at a MBHS facility but works closely with the Finance team at Head Office to complete patient and/or third party billing, manage petty cash and review pricing of medicines.

He/she conducts herself/himself in a professional manner and always demonstrates good customer service towards all our clients, visitors, health professionals and MBHS employees

KEY RESPONSIBILITIES

• Ensure all patient billing at clinic /hospital level is conducted accurately, competently and within the set timelines.
• Review the accuracy of billing inputs done by billing officers before the review done by the HO finance team.
• Attend and respond to billing queries raised by the HO finance in a timely manner.
• Expeditiously attend and respond to queries from medical aid , private, companies and contractors
• Issue Occupational Health medical quotations and invoices as well as to other contractors in Sage
• Updating Occupational Health statements of accounts and sharing  them with contractors.
•  Conduct checks on the billing done by billing officers and share the results of such checks with the Revenue Controller on a monthly basis.
• Ensure cash receipts from Private clients is properly secured in the safe and deposited into the MBHS bank account accordingly
• Ensure all patient accounts receivables are processed on time, accurate and proper records are maintained and filed.
• Ensure all patient billing at the clinic/hospital is accurate and coincides with the items on the charge sheets for inpatient and outpatient billing.  Any discrepancies are addressed with the appropriate medical/ nursing staff and rectified immediately.
• Ensure Private clients are billed and payment for all services received and receipted
• Ensure that all admitted private patients have deposited approved upfront payment .
• Inform front office staff of procedures to be followed when dealing with private clients
• Process all bills. Clarify with the inpatient nursing/ medical staff if items are unclear on the patient charge sheets.
• File all patient charge sheets and maintain proper accounting for audit purposes.
• Assist with training any front office staff on the patient billing process and computer software systems to promote accurate and timely billing.
• Managing all petty cash at the clinic and complete the petty cash register and request for petty cash reimbursement and update in sage accounting system
• Send a daily cash register by weekly to the Clinic/Hospital Manager and Financial Accountant.
• Cooperate with internal audit in the course of their audit duties
• Process all third-party contractors billing.  Maintain proper records of all billing charge sheets.
• Be on hand to give support to front office staff after hours, public holidays and weekends.
• Support and participate fully in monthly ,quarterly and yearly end stock counts.
• Review all the open bills in Insta on a daily basis
• Maintain proper patient billing details on MBHS software.  Create and maintain patient billing/invoicing registers as directed by the Finance Manager or Head of Finance Dept.
• Submit all completed invoices, receipts and  petty cash books to head office as instructed.
• All patient billing information must be backed up on the appropriate systems for accounting and record keeping purposes.
• Receive and make telephone calls as instructed. Identify yourself openly. Speak clearly and politely. Divert calls promptly or take messages ensuring accuracy of detail and timely delivery to the recipient.
• Maintain work operations by following policies and procedures as directed by the Company.
• Report promptly any incident or adverse event relating to staff, patients’ or visitors to the Finance Manager,Head of Finance Dept. or Hospital Manager.
• Carry out any other assignment or duties given by the Finance Manager, Head of Finance Dept or Clinic/ Hospital Manager.

Qualifications, Experience and desired attributes:

• Full Grade Twelve (12) School Certificate or its equivalent
• Must have a diploma in Finance and Accounting / Business administration or country equivalent.
• Must be registered with the Zambian Institute of Chartered Accountants (ZICA) and maintain appropriate license (where applicable).
• Strong organisational and communication skills.
• Ability to work independently and prioritise tasks effectively.
• Must be computer literate with excellent Microsoft excel and word acumen
• Excellent team working skills
• Detail oriented
• Strong customer service skills
• 1 year experience handling similar duties