WARD CLERK INCUDING STOCK CONTROL AND BILLING
EXPECTATION FOR ALL EMPLOYEES
To fulfil our vision by ensuring a culture of honesty, integrity and respect; embracing a cultural diversity within the workplace. Encouraging open and transparent communication throughout the organisation.
1. PRIMARY RESPONSIBILITY
This position includes ward administration, billing and stock control responsibilities. These responsibilities are to:
· support the unit nursing staff by performing non-nursing ward administrative functions and patient liaison.
· Assist Unit Manager in providing a safe, clean and secure environment for patients, staff and visitors
· Co-operation and communication between all departments/units to provide quality patient care
· Ensure patients are final billed on discharge and that all ward stock, oxygen, equipment and any other consumable usage is captured and billed on a daily basis
· Stock efficiently and effectively managed on a daily basis with minimal stock variances.
2. KEY PERFORMANCE AREAS (KPA)
1. Ward Administration
2. Daily Billing
3. Stock Control
4. Continuous quality improvement
3. SPECIFIC RESPONSIBILITIES AND MEASUREMENT
KEY PERFORMANCE AREA 1: WARD ADMINISTRATION
· General administration
- Assist Unit Manager in providing a safe, clean and secure environment for patients, staff and visitors
- Co-operation and communication between all departments/units to provide quality patient care
- Contribute to creating a work environment that encourages positive staff morale.
- Assist Unit Manager as and when required in carrying out a comprehensive range of non-nursing duties and general administration duties such as taking and making telephone calls, patient meal ordering, collection of CSI forms, photocopying, coordinating patient bookings with other support services e.g. radiology, liaison with doctors etc., obtaining stickers from reception, medication from pharmacy, etc.
- Scheduling of Unit Managers appointment / diary
- Typing of all documents (MS Word / Excel) with minimum typing speed of 30 wpm
- Taking, typing and the distributing of minutes from Unit meetings
- Provide an effective communication link between the Ward and all other functional departments within the hospital i.e. Theatre, Other Wards, Catering, Maintenance, Administration, Pharmacy, Housekeeping (Cleaning)
- Provide a quality service to patients, doctors and members of the public in respect of “Help Desk” type of enquiries and assistance
· Equipment/supplies and maintenance
- Ordering of stationery and controls stationery budget and expenditure
- Daily environment check list to identify areas that need attention
- Ccompleting and management of maintenance requisitions
- Assisting with inventory twice a year, or more often if required.
- Assisting with the linen counts daily or weekly as required
- Supervising of linen rooms to ensure it is kept neat and tidy
· Patient and Public Customer Service
- Providing a quality service to patients, doctors and members of the public in respect of “Help Desk” type of enquiries and assistance
- Welcoming patient to the unit and orientates them to the facilities. This includes remotes for TV, patient call, headphones.
- Informing family and relatives of visiting hours. Encourage them to take patients belongings home with them as far as possible.
- Daily comfort patient rounds twice daily, feedback from patients and minor issues to be dealt with immediately. Feedback to Unit Manager.
- Answering the telephone (within 4 rings)
- Taking of messages and ensuring that patients/others get the message
- Booking appointments for patients-doctors, X-ray, ambulances, physiotherapist
- Telephoning laboratories for patients’ blood results
- Arranging wheelchairs for patient transport in hospital
- Alerting staff to bells
- Assisting menu hostess with food service and arranges as per the patient requests.
- Assisting with receiving patients, for admission and updates register
- Assisting with visitor control
- Informing Reception of admissions/transfer of patients, move patient on SAP system
- Referring patients who have problems to Unit manager (Sister in Charge)
- Creating a friendly, polite and calm atmosphere in the Ward/Reception area
- Creating and updating patient files, ensuring all information is attached, e.g. blood tests, x-rays, assists registered nurse to compile file on patient discharge.
- Discharging patient on SAP system at time of discharge.
- Updating case manager with regard to patients
- Keeping work station clear and tidy and reception area inviting and orderly.
· Records, reports and statistics
- Updating bed state
- Updating patient lists for nursing staff/Reception daily
- Compilation and calculation of monthly statistics, e.g. in service training, infection control.
- Staffing and occupancy graphs
- Patient count at month end
- Up-dating of patient name board
- Assist with Stock Control/Capturing
- Linen Control and counts keep records.
- Handing out, collection and management of patient satisfaction forms.
- Assisting staff by making Doctors, and X ray appointments for patients.
- Daily ward inspection, report all issues to UM and maintenance department. Keep records and follow up
KEY PERFORMANCE AREA 2: DAILY BILLING
· Bill auditing
- Collecting charge sheets from patient files/stock room on a daily basis and capture all issues/usage into computer system. This activity be performed at least once per day thereby meeting the objective of billing today’s usage today (within 24 hours)
- Reconcile the schedule drug books and make sure this is charged on a daily basis –any discrepancies must be reported to the unit manager.
- Reconcile daily charge sheets to the stock counted and give the unit manager a list of any stock that is missing- This must be found and charged before completion of daily billing.
- Reconciling of files and billing compliance accuracy of 100% achieved – medication reconciling must be done by the nurses
- Assist with hospital audits pertaining to the departmental needs
· Billing
- Ensure that all charge sheets are billed daily,
- Ensure that all relevant charges have been processed and that any pharmacy credits are timeously processed prior to patient discharge.
- Daily liaison with Case Administrator regarding patients under Managed Care conditions and assisting in provision of information as required
- Timeously keep Credit Manager informed of any matter that may affect the collection of payment from patients, particularly in respect of Private Patients
- Inform Pharmacy once you have completed the billing so they can run the reports and replenish the stock to the ward
- Ensure that all relevant documents relating to charges are in the patients file
- Apply fees interpretation and billing guideline and rules
- Ensure charge sheets are kept up to date and changes to be communicated to Pharmacy Manager.
- Monitor the DNFB report on a daily basis and assist in the reduction of nursing internal days by ensuring discharged files and billed accounts are submitted immediately to case management once reconciled.
- Ensure miscellaneous charges, oxygen, ventilators, monitors etc. are billed accurately
- All billing errors will be identified by Bill Auditor, trending analysis will be escalated to Unit Managers to resolve daily via billing alerts, weekly and monthly via meetings including raising alerts at Risk meetings in order to ensure non-compliance gaps are eventually closed.
- A Quarterly Gap Analysis will be submitted to management on the billing alerts raised by the bill auditor depicting the most common risks identified within the hospital.
KEY PERFORMANCE AREA 3: STOCK CONTROL
· Count stock in the ward on a daily basis and document in the wards stock book
· Assist with cycle counts, and stock Takes within the ward on a regular basis as planned by unit manager and pharmacy.
· Check and sign for all incoming stock for correct quantity, correct stock item and correct cost according to billed to patient. Raising and resolving queries with pharmacy as required
· Maintain accurate records of Huntleigh (pressure relieving mattresses), and provide information regarding total mattress days to the nursing office by 1st working day of each month.
· Understand the use of the ward movement and amendment reports and assist in reducing amendment
KEY PERFORMANCE AREA 4: CONTINUOUS QUALITY IMPROVEMENT (CQI)
· Constantly be aware of work process problems or bottlenecks that prevent the achievement of goals, objectives and targets
· Take appropriate action through discussions with Financial Manager in improving any process that will allow the improvement to work flow, reduction of cost and/or improvement to quality, service and productivity
· Actively participate in performance improvement and continuous quality improvement (CQI) activities.
4. LIMITS OF AUTHORITY
· Operate within determined limits of authority in the achievement of the strategic plan and any other agreed goals and objectives as approved by the Board of Directors
5. OUTPUT REQUIREMENTS
· Efficient administrative support to Nursing staff
· Build and maintain sound relationships with Nursing Staff
· Build and maintain sound relationships with all other hospital staff
· Provide a quality service to hospital patients, doctors and members of the public
· Billing compliance accuracy of 100%
· Monitoring and actioning of DNFB
· Assist in the reduction of nursing internal days by ensuring discharged files and billed accounts are submitted immediately to case management once reconciled.
· Patients are final billed on discharge and that all ward stock, oxygen, equipment and any other consumable usage is data captured on a daily basis
· Stock management with minimal variances
6. INHERENT REQUIREMENTS OF THE POSITION
· At least 2 years’ experience in billing and stock management in wards in a private healthcare settings
· Computer literate – must be accurate and pay attention to detail
· Ability to engage various stakeholders and must be able to deliver exceptional customer service
· Customer-oriented with exceptional interpersonal skills
· Organised, able to multitask and work well under pressure
· Participative and able to work as part of the team.
· Flexibility of duty time to suit departmental needs
· Availability for overtime when necessary
· Organisational and administration skills
· Service and customer focused
· Good communication and interpersonal skills
7. MINIMUM QUALIFICATION AND PROFESSIONAL REGISTRATION
Academic Qualifications
· Matric
8. COMPETENCIES REQUIRED
Proven and Successful:
· Understanding of the SAP FFS Interpretation & Billing Document 2011.
· Understand and interpretation the FFS & NHN Tariff Structure
· Maintaining effective relationships with all internal and external customers,
· Maintains patient confidentiality at all times
· Maintaining effectiveness when experiencing major changes in work tasks or the environment, adjusting effectively to new work structures, processes or requirements or to work within a new culture.
· Effectively meeting customer needs, building productive customer relationships. Taking responsibility for customer satisfaction and loyalty
· Managing time and resources at ensure that work is completed efficiently
· Ability to prioritise – taking action to prepare, develop schedules, leverage resources and stay focused,
· Quality orientated, accomplishing tasks by considering all areas involved, no matter how small, showing concern for all aspects of the job, accurately checking processes and tasks, being watchful over time.
· Following procedures ensuring high quality output and taking action as necessary
· Setting high standards of performance for self and others, assuming responsibility and accountability for the successful completion of assignments or tasks, self-imposing standards of excellence rather than having standards imposed
· Promotion of a harmonious team effort within department.
Achievements
· Billing compliance accuracy of 100%
9. PERSONAL CHARACTERISTICS
· Demonstrates an ability to be flexible, organized and function well under stressful situations.
· Meticulous, paying attention to detail
· Warm, friendly personality
· Ethical
· Courteous
· Takes initiative
· Customer orientated
· Positive and energetic
Job Type: Full-time
Ability to commute/relocate:
- Vryheid, KwaZulu-Natal: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Hosiptal/Health Care : 1 year (Required)
Work Location: In person
