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Secretary Job in Kenya - Ward

Ward Secretary
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
To excel patient’s satisfaction and end to end coordination of ward processes


·         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


·         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 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.

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