Credit Control Officer

Department/Unit: Accounts and Finance

Reports to: Chief Finance Officer  

Supervises: Claims Officer, Claims Dispatch Officer, Corporate Officer,

Essential job functions and standards

Key Results Areas, Main Tasks and Key Performance Indicators

Management of receivables (Debtors)

• Implement and maintain debtors policies and procedures

• Ensure debt claims and done in time and in accordance with debtors agreements and raid down hospital  guidelines, policies and procedures

• Document and analyze all claims

• Document and analyze all debtors

• Maintain updated schedules of all debtors

• Ensure preparation and dispatch of monthly debtors statements of all debtors

• Ensure timely collection of   all debts in accordance with bilateral agreements and  hospital policies and procedures 

• In consultation with CFO ensure monthly, quarterly and annual signing off of all corporate debtors as per mutual agreements/contracts

KPIs
•Debtors policy in place

•Percentage of claims done on time

•Outstanding debtors in a given period

•Availability of updated debtors schedules in a given period

• Percentage of corporate debtors signed off in a given period

•Percentage of bad debts

•Percentage of bad debts written off

Debtors Reports

• Prepare and submit monthly, quarterly and annual hospital debtors report highlighting outstanding debts which require urgent attention to the Management.

• Prepare and submit monthly, quarterly and annual corporate reconciliation statement to all corporate clients

• Prepare annual targets for debt collection

• Maintain a record of any bill waivers granted by the hospital director

• To promptly advice the CFO of any bill waivers so that they can be written off.

KPIs
• Number of financial reports submitted to the director on time

• Number of financial reports countersigned by the director

• Number of waivers granted in a given period

• Amount of funds waivered in a given period

• Percentage of waivered funds written off from the income

Work planning

• Contribute to departmental annual work plan

• Prepare individual annual work plan based on departmental work plan

KPIs
• Availability of individual annual work plan

• Number of planned activities implemented monthly

Performance management

• Using your job description and work plan and in consultation with your supervisor, continually appraise yourself and rectify any shortcomings or suggest necessary assistance

• Ensure compliance to all debtors contracts 

• Promote and support direction, guidance and counsel in ensuring achievement of targets in finance department

KPIs
• Number of self-appraisals conducted on schedule  

• Percentage compliance of individual and corporate agreements/contracts

• Percentage achievement of annual targets  

Quality assurance

• Implement and support quality management systems as per ISO standards in your section and entire accounts and finance department.  

• Support the management of financial audit

• Promoting and participating in quality assurance issues including multidisciplinary audit and quality initiatives

• Ensure that supervised staff comply with the ISO quality assurance guidelines.

KPIs

• Number of internal debtors section audits conducted in a year

• Number of external credit section audit queries resolved in the year

• Overall percentage rating on departmental audit in a year

•Customer satisfaction score

Professional development

Undertake requisite professional development activities

KPIs
• Number of CPD activities undertaken/participated in by self/staff

Required qualifications

Academic and professional qualification  

CPAK

Required license /certificate

Member of ICPAK

Experience

Three (3) years in a similar position in a level 4 and above hospital

Essential skills and competencies

Analytical skills and use of spread sheets and databases

• Manual and computerized accounting systems

• Decision- and problem-solving skills 

• Computer literacy

• Managerial skills

• Supervisory skills

• Interpersonal skills

• Communication skills

• Organizational skills

• High degree clinical acumen

Essential personal attributes

• Integrity

• Diligence

• Meritocracy

• Fairness

• Confidentiality

•Discipline

•Hardworking

Authority/decision-making

• Makes decisions regarding work based on established guidelines

• Prioritizes and organizes work to meet changing conditions 

• Monitor revenue and expenditure, review payment documents to ensure adherence to procedure and tax regulations

Declaration

This job description aims at interpreting and providing a representative summary of duties and responsibilities as outlined in the applicable scheme of service. It shall not be construed as a declaration of the specific duties and responsibilities of the job holder, who may be requested to perform tasks other than those specified herein

Working Conditions

● Works in a normal hospital environment with minimal physical discomforts related to temperature, noise, noxious smells, disease agents, distractions; chemicals, unpredictable client and other people’s behaviours.

●Possible risk of exposure to communicable diseases, hazardous materials, and pharmacological agents with likelihood of harm, requiring observance of established precautions