Job summary
The Private Patient Services Data and Finance Support Administrator plays a key role in the financial sustainability of the Trust. The post holder will be required to undertake a range of duties relating to the finance and data collection function of the service. You will be responsible for collating information required to raise invoices for each element of the business including inpatient services, outpatients, and imaging plus new business developments.
This is a non-clinical role and will be based on site with some flexibility to work at home as agreed within Trust flexible working policies.
Please note this vacancy may close earlier than stated, if sufficient applications are received. Please apply as soon as possible to avoid disappointment.
Main duties of the job
The role involves working with all functions who undertake private work to interrogate systems to capture private work undertaken and to ensure that the data is provided to the finance administrator to ensure that invoicing to insurers, patients and our suppliers is timely and accurate. The role will ensure all new private patients are set up on Integra and be responsible for capturing, collating and quality assuring data relating to the service so that it can be used in finance and operational reports relating to the business.
This role will support the finance administrator with tasks to ensure the following of effective processes to ensure all financial and activity reporting requirements are met.
About us
The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.
Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.
The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.
We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.
The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.
If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.
Job description
Job responsibilities
PROFESSIONAL1. Be responsible for collating accurate and timely data to support invoicing of all Trust private patient activity.2. Collating data relating to payment with services that provide private patient activities (including but not limited to, private patient admin team, imaging, outpatient, and physiotherapy)3. Work with the private patient administrators to ensure that all paperwork relating to patient care and payment is completed and accurate and filed in patient notes.4. Support the finance administrator in transacting invoices using Integra and other systems to ensure the full recovery of all monies due.5. Checking when payments have been made and working with the transactions team to support chasing money owed either by patients or insurers.6. Notify consultants and their secretaries when their professional fees can be invoiced.7. Support the ongoing financial requirements of the team by requesting quotations costings from the finance team.8. Work closely with the private patient team in the answering of patient and other stakeholder queries (in particular via the telephone) to ensure queries are dealt with promptly and appropriately.9. Maintain specialised databases and spreadsheets: which involves input, updating and retrieval of statistics (e.g. recording demand, caseload statistics, waiting lists, attendances, indemnity records). Provide data as required.10. Maintain the private patient admissions spreadsheet11. Support with PHIN data returns12. Undertake any other duties delegated by the clinical services support manager13. Working with clinical services support manager and the wider team to identify servicedevelopments and new ways of working and develop plans for implementation for reporting to the Division.14. Support the wider team in reviewing patient services to identify areas for improvement to enable services to provide patients with high quality care and experience.15. Work closely with the wider team to implement and deliver agreed improvement.16. Propose improvements to systems, with ways of measuring effectiveness of any changes made17. Support with welcoming, inducting, training, mentoring of new staff into the team asrequired including those helping the team on a short-term basis18. Undertake surveys and routine audits of own work as and when required19. Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision20. Ability to recognise situations that should be referred onto the Line Manager and take prompt and appropriate action
CLINICALNot applicable. This is a non-clinical role.
PEOPLE MANAGEMENT Support the Clinical Services Support Manager as appropriate and where able to do so. Be aware of and adhere to Trust policies and procedures e.g. managing absence, annual appraisal. Keep up to date with the monthly chief executive team brief and ensuring a level of understanding of the current strategic direction of travel
COMMUNICATION AND WORKING RELATIONSHIPS The post holder will be required to communicate face to face and electronically to all those identified as key relationships. The postholder will be responsible for receiving financially sensitive information and providing this to insurers and those responsible for paying invoices. Advise private patients and secretaries of appropriate costs as requested and collectadvance deposits payments in accordance with Trust Private Patient Policy and Financial Instructions. Liaise with patients, insurers and other stakeholders, both verbally and in writing, to investigate queries on unpaid invoices, resolve issues and secure payment using effective communication, negotiation and influencing skills. Liaise with debt collection agencies as required. Communicate statutory financial regulations and NHS rules in a simplified form to non-finance people. The role does link closely with the finance team and will be required to meet regularly with the finance business partner. Discussing complicated financial matters concerning invoices and payments.
ANALYTICAL AND JUDGEMENT RESPONSIBILITIES The postholder will be required to understand how private healthcare is structured, the finance arrangements for insured patients and those who are self-funding their care and when different aspects of a patients pathway can be billed for. A broad understanding of the day-to-day private patient service processes will be helpful in supporting the postholder to understand key elements in relation to invoicing and supporting billing across our contracts with Vitality and Aviva. Assist with the resolution of queries relating to accounts and contribute to credit control procedures.
PLANNING AND ORGANISATIONAL SKILLS The postholder may be required to support the renegotiation of tariff with insurance companies at key points of the year. The postholder will be required to bill within certain timescales according to differentpatient pathways and must be well organised and aware of the timescales in order to do this to ensure that money is not lost. Actioning new customer set ups for all private patients Coordinate with the private patient administrators to ensure that accurate records are kept regarding admissions, discharges and payments using the Trust PAS system and private patient database. Work within agreed timetables, ensuring all possible income is captured. Prioritise own work efficiently and effectively, working within the secretarial team to ensure Trust targets for all administrative duties are met, highlighting any issues to the Private Patient Administrators.
Job description
Job responsibilities
PROFESSIONAL1. Be responsible for collating accurate and timely data to support invoicing of all Trust private patient activity.2. Collating data relating to payment with services that provide private patient activities (including but not limited to, private patient admin team, imaging, outpatient, and physiotherapy)3. Work with the private patient administrators to ensure that all paperwork relating to patient care and payment is completed and accurate and filed in patient notes.4. Support the finance administrator in transacting invoices using Integra and other systems to ensure the full recovery of all monies due.5. Checking when payments have been made and working with the transactions team to support chasing money owed either by patients or insurers.6. Notify consultants and their secretaries when their professional fees can be invoiced.7. Support the ongoing financial requirements of the team by requesting quotations costings from the finance team.8. Work closely with the private patient team in the answering of patient and other stakeholder queries (in particular via the telephone) to ensure queries are dealt with promptly and appropriately.9. Maintain specialised databases and spreadsheets: which involves input, updating and retrieval of statistics (e.g. recording demand, caseload statistics, waiting lists, attendances, indemnity records). Provide data as required.10. Maintain the private patient admissions spreadsheet11. Support with PHIN data returns12. Undertake any other duties delegated by the clinical services support manager13. Working with clinical services support manager and the wider team to identify servicedevelopments and new ways of working and develop plans for implementation for reporting to the Division.14. Support the wider team in reviewing patient services to identify areas for improvement to enable services to provide patients with high quality care and experience.15. Work closely with the wider team to implement and deliver agreed improvement.16. Propose improvements to systems, with ways of measuring effectiveness of any changes made17. Support with welcoming, inducting, training, mentoring of new staff into the team asrequired including those helping the team on a short-term basis18. Undertake surveys and routine audits of own work as and when required19. Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision20. Ability to recognise situations that should be referred onto the Line Manager and take prompt and appropriate action
CLINICALNot applicable. This is a non-clinical role.
PEOPLE MANAGEMENT Support the Clinical Services Support Manager as appropriate and where able to do so. Be aware of and adhere to Trust policies and procedures e.g. managing absence, annual appraisal. Keep up to date with the monthly chief executive team brief and ensuring a level of understanding of the current strategic direction of travel
COMMUNICATION AND WORKING RELATIONSHIPS The post holder will be required to communicate face to face and electronically to all those identified as key relationships. The postholder will be responsible for receiving financially sensitive information and providing this to insurers and those responsible for paying invoices. Advise private patients and secretaries of appropriate costs as requested and collectadvance deposits payments in accordance with Trust Private Patient Policy and Financial Instructions. Liaise with patients, insurers and other stakeholders, both verbally and in writing, to investigate queries on unpaid invoices, resolve issues and secure payment using effective communication, negotiation and influencing skills. Liaise with debt collection agencies as required. Communicate statutory financial regulations and NHS rules in a simplified form to non-finance people. The role does link closely with the finance team and will be required to meet regularly with the finance business partner. Discussing complicated financial matters concerning invoices and payments.
ANALYTICAL AND JUDGEMENT RESPONSIBILITIES The postholder will be required to understand how private healthcare is structured, the finance arrangements for insured patients and those who are self-funding their care and when different aspects of a patients pathway can be billed for. A broad understanding of the day-to-day private patient service processes will be helpful in supporting the postholder to understand key elements in relation to invoicing and supporting billing across our contracts with Vitality and Aviva. Assist with the resolution of queries relating to accounts and contribute to credit control procedures.
PLANNING AND ORGANISATIONAL SKILLS The postholder may be required to support the renegotiation of tariff with insurance companies at key points of the year. The postholder will be required to bill within certain timescales according to differentpatient pathways and must be well organised and aware of the timescales in order to do this to ensure that money is not lost. Actioning new customer set ups for all private patients Coordinate with the private patient administrators to ensure that accurate records are kept regarding admissions, discharges and payments using the Trust PAS system and private patient database. Work within agreed timetables, ensuring all possible income is captured. Prioritise own work efficiently and effectively, working within the secretarial team to ensure Trust targets for all administrative duties are met, highlighting any issues to the Private Patient Administrators.
Person Specification
QUALIFICATIONS AND TRAINING
Essential
- NVQ Level 3 or equivalent experience
- English language and math to GCSE level or above
EXPERIENCE
Essential
- Experience of working in an administrative role within a busy environment.
- Information collection, processing & analysis.
- Good working knowledge of NHS invoicing systems
Desirable
- Good working knowledge of Trust patient administration systems.
- Experience and knowledge of private patient finance and private health insurance process.
- Ability to use Healthcode
KNOWLEDGE
Essential
- Excellent IT skills. Knowledge of Microsoft Office, Word, Excel, Access, PowerPoint.
- Adept at using excel and the ability to input and extract data and produce reports.
- Good organisational skills.
- Excellent communication skills.
- Good interpersonal skills
- Able to prioritise.
- Ability to problem solve.
- Ability to pay attention to detail
Desirable
- Knowledge of private patient practice
SKILLS
Essential
- Self-motivated.
- Ability to organise own time and work whilst also meeting priorities of the service.
- Excellent interpersonal skills.
- Ability to liaise with colleagues at all levels.
- Ability to negotiate.
- Accuracy and good presentation.
- Work well under pressure.
- Have a calm and efficient manner
- Team player
- Flexible approach
Person Specification
QUALIFICATIONS AND TRAINING
Essential
- NVQ Level 3 or equivalent experience
- English language and math to GCSE level or above
EXPERIENCE
Essential
- Experience of working in an administrative role within a busy environment.
- Information collection, processing & analysis.
- Good working knowledge of NHS invoicing systems
Desirable
- Good working knowledge of Trust patient administration systems.
- Experience and knowledge of private patient finance and private health insurance process.
- Ability to use Healthcode
KNOWLEDGE
Essential
- Excellent IT skills. Knowledge of Microsoft Office, Word, Excel, Access, PowerPoint.
- Adept at using excel and the ability to input and extract data and produce reports.
- Good organisational skills.
- Excellent communication skills.
- Good interpersonal skills
- Able to prioritise.
- Ability to problem solve.
- Ability to pay attention to detail
Desirable
- Knowledge of private patient practice
SKILLS
Essential
- Self-motivated.
- Ability to organise own time and work whilst also meeting priorities of the service.
- Excellent interpersonal skills.
- Ability to liaise with colleagues at all levels.
- Ability to negotiate.
- Accuracy and good presentation.
- Work well under pressure.
- Have a calm and efficient manner
- Team player
- Flexible approach
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
The Royal Orthopaedic Hospital NHS Foundation Trust
Address
The Royal Orthopaedic Hospital
Bristol Road South
Birmingham
B31 2AP
Employer's website
https://www.roh.nhs.uk/ (Opens in a new tab)
