Ward Secretary
(WS-JHH)
Jumuia Hospitals Ltd. a group of
hospitals providing both primary and secondary health care services and a
subsidiary of the National Council of Churches of Kenya, invites applications
from interested and suitably qualified candidates, to fill the following
position in their Hospital in Huruma Nairobi
Duties
·
You have to start your day with in
patient audit – Physical Vs Insta count and report the discrepancies
immediately to Hospital administrator after the rounds. You have to look for
two important things
·
Patient present in Insta list but not
physically present – This means our billing team have not still closed the
patient’s bill who had already got discharged
·
Patient present in ward but not in
Insta list – This means our billing have closed the patient bill, but patient
physically not moved out of the ward
·
Since both are very critical things
and make us to suffer loss, you must report it immediately after rounds to
rectify the same
Admission protocols:
·
Cash patients (deposit model) – Must
make admission deposit before getting admitted at the wards (Admission amount
will be instructed by hospital management from time to
·
Insurance patients – Pre
authorization approval letter from concerned Insurance Company is must for
admission. File one copy in patient’s file for future reference
·
For Co pay Insurance patients you
should follow the deposit model (Total IP bill amount should not exceed
approved limits)
·
For Patients under Corporates,
Companies, Other healthcare facilities and other Institutions – LoU is
mandatory for admission
·
After Ward rounds, either staff nurse
at particular wards or Unit Incharges (Staff nurses) or CNO will communicate to
you about pre auth requests for IP investigations.
·
Co ordinate for those pre
authorizations, once approval has come then Inform concerned staff nurse or
Unit Incharges (Staff nurses) or CNO to proceed for investigations. Keep the
approval copy in patients file for future reference
·
Kindly ensure that the insurance
companies have given us both authorization referral number and approved amount
(Don’t entertain only the reference number that is prone to rejection later on)
·
Admission consent form must be
obtained from all cash patients and it should be signed by a responsible care
taker, who should ensure us that he/she is the one point of contact for the
patient and he/she will take care of all discrepancies if arise (like top up
deposit every day, pay for extra service, discharge on time and so on)
Monitoring Patients bill
·
Cash Patient – Ensure that total bill
amount doesn’t exceed the deposit amount. If exceeds, then tell patient’s care
taker to top up or else bring it to Medical administrator or Hospital
administrator to take decision of discharging the patient immediately. If
Patient demands that it is late evening or some other reasons then we shall
demand them to pay one day bed charges, if not we will make them to wait at the
reception for their care takers to come and take them home
·
Credit Patient: Bill amount should
not exceed daily approved limit. Remember the exceptional scenario, that the
day bill limit might exceeds when we have done special investigations like CT
scan, USG, ECHO etc and during surgeries. But make sure that these special
investigations and surgery has been approved (both approved amount and referral
number are mandatory). Also bring it to Medical administrator and Hospital
administrator’s knowledge that if Patient stay beyond prescribed day limit. We
will take decision of either to continue the treatment or to discharge the
patient based on the approval of long stay notification approval from concerned
insurance companies/corporates/other institutions. This is mandatory and we
cannot keep treating patients if we have not been paid for the same.
·
Planned discharges – After everyday
ward rounds by Medical administrator and team, take a list of planned
discharges from CNO and plan their discharge process well in advance
·
Check the service entry deficiencies
randomly – Go to every ward and randomly draw a file and check whether our
staff nurses have entered all the services been given to patient, consumables
used, drugs indented to pharmacy and so on. Gaps must be reported to CNO and
Medical administrator immediately. They will instruct staff nurses to fill the
gaps.
Handling discharge process
·
When a patient is announced for
discharge, then check the file for, any service delivered but not billed in
Insta
·
Check excess medicines been returned
to pharmacy and discharge medicines been intended
·
Forward the file to billing
department
·
Maintain the report and follow for
the individual outstanding post discharge. Present data for the same as and
when required. Escalate and recommend cases for waivers/ resolution to the
management for settling the cases
·
Recommend cases pre or post discharge
for waiver if some error is found in billing or related to any information flow
from various related departments
·
Coordinate with various consultants
for all inpatients billing related services and be one point of contact for
them for their queries related the patient’s bills and their shares
·
Billing department must recheck
whether all the services delivered been billed and will close the patient’s
bill immediately
·
Now it is your responsibility to
check whether the patient is physically out of the ward. This should happen
within one hour after you have sent the patient file for closure to billing
department. If it doesn’t happen call our security incharge for the help.
·
You can make use of ward assistants
for all kind of internal movements like bring file for audit from wards, take
file to billing department, bring the printouts for you and so on. If they
refuse to oblige to you then the same should be reported to CNO. If not
rectified then directly report to hospital administrator
·
Always have two copies of documents
(Pre auth, LoU etc) file one in Patient’s file and other for your document
·
Organize all kind of documents
properly and in separate files
·
Any other job as assigned by
management from time to time
Qualifications
·
At least Secondary School Education
(KCSE)
·
CPA II
Other Competencies/Abilities/Skills
Required
·
Knowledge in Patient Management
·
Knowledge in Insurance Process
·
Self-motivated and quick to take
initiative
·
Must have worked in a similar
position for at least two years
How to Apply
Qualified and interested candidates
should download the NCCK Job Application Form(Click Here to Download). Candidates
are advised to STRICTLY send the application form ONLY, duly filled in PDF
format to recruitment@jumuiahospitals.org indicating job reference number in the email subject line.
The application forms to be received
not later than 12.00 noon on 5th December
2017. Only short listed candidates
will be contacted. Please indicate the position and Job Ref Number you are
applying for in the subject line of the email.