DEBT COLLECTOR

DUTIES AND RESPONSIBILITIES

Debt Collection:

Actively monitor and follow up on overdue accounts to ensure payments are made on time.
Contact clients (via phone, email, or in-person) to remind them of their outstanding balances.
Develop and maintain a structured follow-up system for overdue payments, ensuring timely collection efforts.
Maintain records of all communication with clients and document payment arrangements or promises made.

Billing:

Accurately prepare and issue bills for medical services rendered by the hospital, ensuring that all charges (consultation, treatment, etc.) are reflected correctly.
Verify the accuracy of the billing data from various departments (e.g., doctors, nurses, and admin staff) before issuing the final invoices.
Issue monthly, quarterly, and year-end billing statements to clients and insurance providers.

Client Relations:

Serve as the point of contact for external clients, such as NHIF, insurance providers, and corporate clients, to address any billing or payment queries.
Cultivate positive relationships with key clients to promote timely payment and resolve disputes effectively.
Provide necessary documentation or clarifications to clients and external parties regarding billing issues or insurance claims.

Account Reconciliation:

Regularly perform account reconciliations to ensure that client accounts are up to date and any discrepancies are identified and rectified.
Cross-check internal records with those of NHIF, insurance companies, and clients to ensure the accuracy of payments and outstanding balances.
Investigate any discrepancies found during reconciliation and liaise with the concerned departments or clients to resolve them.

Reporting:

Generate weekly, monthly, and quarterly reports on the status of outstanding payments, collections, and overdue accounts.
Present insights into trends and patterns in payment delays to senior management for strategic planning.
Provide a detailed breakdown of payments collected, aging accounts, and any accounts in dispute.
Prepare reports on the effectiveness of collection efforts, highlighting areas for improvement or potential risks.

Compliance:

Ensure all debt collection practices comply with hospital policies, as well as national regulations, such as the Data Protection Act, to protect patient privacy and confidentiality.
Stay updated on relevant financial regulations, insurance policies, and changes to NHIF protocols.
Follow hospital procedures for documenting communication, payment terms, and settlement agreements, ensuring transparency and accountability.

Customer Service:

Provide high-quality customer service when responding to queries from clients or external stakeholders regarding their bills or payment statuses.
Address any complaints or concerns related to billing, and offer solutions to resolve issues swiftly and professionally.
Manage difficult or sensitive situations, such as disputes or complaints, with tact and diplomacy while still adhering to hospital policies.

Record Keeping:

Maintain a detailed and organized filing system for all billing records, payment histories, and correspondence with clients and insurance providers.
Ensure that all debt collection and billing records are kept up-to-date, secure, and easily accessible for audit purposes.
Regularly update customer accounts with payment information, discounts, or adjustments as necessary.

KEY REQUIREMENT SKILLS AND QUALIFICATION

Degree/Diploma in Finance, Accounting, or a related field
2-3 years of experience as a Billing Officer in a hospital setup, with hands-on experience working with external clients like NHIF and insurance companies
Strong knowledge of billing procedures and debt collection processes
Excellent communication and negotiation skills
Attention to detail and accuracy
Ability to handle sensitive information with confidentiality

HOW TO APPLY

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