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

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