Share this Job:
Client Liaison Officer job at Marie Stopes Uganda | Apply Now
Are you looking for Administrative jobs in Uganda 2024? If yes, then you might be interested in Client Liaison Officer job at Marie Stopes Uganda
Kampala, Uganda
Full-time
Deadline:
April 12, 2024 at 2:00:00 PM
About the Organisation
Marie Stopes UG is the largest and most specialised sexual and reproductive health organisation in Uganda providing a wide range of high quality, affordable, client-centred services. For more than 27 years, we have continued to provide services to Ugandan women, men and young people.
Job Title
Client Liaison Officer job at Marie Stopes Uganda
Job Description
Working hand in hand with and reporting to the Operations Coordinator, the Client Liaison Officer’s main role is to maintain the high administrative and client care standards expected by MSI and actively work to promote the smooth running of the Hospital and contribute to improved financial performance.
This post holder will be able to work productively with the Hospital Clinical and non-Clinical staff to ensure client satisfaction.
Duties and Responsibilities
Customer Service
Coordination
Financial Administration
Records Management
Reporting
Customer Service
Maintain the best customer handling standards and train all staff at the Hospital to provide the best customer experience.
Usher in clients warmly and ensure that they have a swift pleasant experience through efficiency of service and minimize client waiting time.
Feedback collection
Client follows up, support and build positive relationship to increase client loyalty and promptly resolve client complaints.
Follow up on all patients who visited the hospital the previous day and submit the report by 12pm of the current day
Queue management- check on each patient in the waiting area and ensure that they are attended to in a timely manner.
Pending results/imaging/medication- using the laboratory/scan or dispensing record books, follow up on the status of pending actions and share feedback with supervisor/team leader or assigned personnel
Excellent customer Service
Minimised patient waiting time.
Evidence of client loyalty
Accurate record of client feedback of up to a minimum of 70% collection during day shift and 100% during night shift
Timely resolution of client feedback-within 24hours
Coordination
Shift accountability
Ensure that all hospital staff/teams are fully constituted and are on time at their respective duty stations in proper working gears.
Ensure that your duty stations, consultation rooms and hospital areas are tidy/clean and organised for the shift.
Operations-ensure that the Hospital is fully operational in terms of power, generator, water, phones, office equipment, supplies and communicate any interruptions immediately.
Phone and email correspondences- Answering calls and emails plus redirecting incoming and outgoing correspondences in a timely manner.
Rota management- participate in scheduling and management of departmental rotas to ensure coverage at all times and communicate any changes to your supervisor in a timely manner.
Office supplies- Ensure timely requisition of hospital supplies to avoid stock outs.
Coordination and attendance of stand up by 7:45am or 7:45pm
100% attendance of scheduled meetings
Secretary in staff meetings
Staff registration and 100% submission of locum invoices for all staff
Submission of rota by 25th of current month
Phone etiquette
Requisition of hospital supplies by the 3rd day of the next month.
Financial Administration
Petty cash management
Ensure all payments are approved and petty cash vouchers signed completely before issuing money.
Petty cash refill (mobile money and beyonic payments)
Ensure proper reconciliation of Petty cash.
Attach supporting documents to all payments done.
Safe access and thresthold.
Billing
Ensure all billing accessories/gadgets are in place and in good working condition. Communicate any network interruption for SMART, tracksol, Visa machines or electronic payments (beyonic or mobile money) that might hinder billing
Timely update and daily issuance of accurate interim bills to admitted patients.
Activate accounts for cash and corporate patients and ensure there is a duly signed claim form where applicable and data captured accurately.
Collecting co-payments or other fees upon admittance
Completion of claim forms and ensuring that they are vetted by the doctors before submission to supervisor on a daily basis.
Preparing bills and invoices, and documenting amounts due for medical procedures and services.
Collecting and reviewing referrals and pre-authorizations for approval before services are given or as hospital procedure.
Following up on missed payments, missed opportunities, and resolving financial discrepancies before end of shift.
Investigating and appealing denied/rejected claims/bills and timely re submission.
Receipting/payments
Ensure timely receipting of all payments received (electronic/online like beyonic, mobile money, visa, cash and cheques) and reconciliation on a daily basis.
Receive only approved currencies as per finance guidelines.
Verify all cash collected using the gadgets in place to avoid fake notes.
Keep record of all originals for cancelled receipts/communications for future reference
Report any positive or negative variances in a timely manner to your supervisor.
Collect and keep change available at all times to carry out cash transactions
Store cash, cheques and vouchers securely as per the department guidelines
Specialist schedules
Prepare and update daily specialist schedules and submit for verification and payment
Banking
Daily banking of all cash collections by 9am of the following day and submit the banking and shift report copies to your supervisor on a daily basis.
Accuracy in filing and documentation
Accuracy in Petty cash reconciliation.
Timely discharge of patients (by 11am)
100% collection of co-payments
Zero rejection of insurance claims
100% collection of expected revenue from clients (cash and insurance)
100% accuracy in capturing of bills.
Records Management
Ensuring the patient’s medical information is captured accurately and up to date.
Ensure confidentiality and maintenance of all medical and non-medical records.
File neatly, label, store safely and maintain accurate records
Keep an updated inventory record of all MSU property at the Hospital.
Accurate patients’ data entry
Inventory submission by the 3rd day of every new month
Reporting
Compile and submit the required reports in a timely manner to the respective personness.
Daily shift reports (at end of shift)
Missed opportunities (at end of shift)
Customer care call back reports (including pending results or prescriptions) by 12pm of the next day.
Specialist schedules-daily and at end month
Petty cash-whenever float is required.
Performance report- daily update and at end month
Insurance claims submission plus SMART and OFF SMART reimbursement reports- by the 17th day of current month and last batch by the 3rd of the next month Accurate/detailed and timely reports
Qualifications and Competencies
University Degree in Business Administration or related discipline
At least 2 years’ experience in any administrative role, Business development, cashier and or billing
Skills/Experience:
Sound knowledge of Microsoft Office applications including MS Excel, Power point and internet is mandatory.
Proven excellent technical oral, written, and editing abilities; ability to present and write influentially for multiple audiences
Ability to work well with others in team environments, build consensus and drive change
Must be able to satisfy stakeholders;
Should be able to work in deadline driven/results orientated atmospheres
Strong people management skills
Able to think strategically and a good planner
Able to manage and motivate teams to achieve targets and to achieve organisational change.
Possess leadership personality, and able to take on and solve problems quickly and efficiently
Ability to stay on track and deliver even under pressure.
Willingness to work beyond the stipulated business working
How to Apply
To apply for the position, Applicants must send their applications to the Email: jobs@mariestopes.or.ug . (They must attach their CVs) and indicate the position they are applying for in the Subject line.
Marie Stopes Uganda is an equal opportunities employer, committed to safeguarding humanity and expects all position holders to share this commitment.
0
PRO CV WRITER
Increase your chances of getting hired with the perfect resume
Let us help you create a perfect CV and Cover Letter!
30% higher chance of getting a job
42% higher response rate from recruiter