Healthcare Contract & Overseas Manager

Job description

Job responsibilities

Business Objectives

1. Manage the Healthcare Contracts and overseas visitor database. Ensuring ongoing development of both databases

2. For healthcare contracts, work with internal clinical service teams, financial management teams to ensure that service specifications and financial details are completed in a timely manager in line with the contract renewal timescale.

3. Responsible for reporting any contract variations e.g. under and over trading to the Senior Healthcare Contracts Manager, CSUs and FM teams.

4. Translate DH guidance and charging regulations into practical systems and processes for use by the Overseas team as well as staff across the Trust and then monitor adherence to it.

5. Periodically review standard operating procedures for identifying chargeable patients and for securing payment from patients or commissioners.

6. Consult with the Home Office, NHS Digital and NHS England colleagues, to ensure that the summary care record data is kept up to date.

7. Provide periodic and ad hoc reports and supporting narrative for internal meetings, for both the overseas and contracting functions.

Leadership and Workforce Development

1. Manage the healthcare contracts database.

1. Work with the Clinical Business Units and Financial Management teams to ensure service specifications are completed for the contracting cycle. Ensuring that any in year queries from Providers are actioned.

1. Manage staff recruitment into the overseas team.

1. Support the development and training of the overseas visitor officers through setting SMART objectives that align to the Departments objectives, completing annual and six-monthly appraisals, agreeing, and monitoring personal development plans, undertake catchup meetings to support and monitor workplans.

5. Act in an advisory capacity and support clinical and non-clinical staff of all levels across the Trust through the delivery of training on the DH Charging Regulations and Trust policy. Delivery can be through regular training sessions, bespoke training for departments as required and attending clinical governance and departmental meetings.

1. Deliver training sessions to Trust staff along with ICB staff/GPs/Practice Managers and frontline staff within the Primary Care setting.

1. Meet with local community partners/stakeholders, asylum and refugee action groups as required.

1. Support the Departments Recruitment and Retention workplan which may include attending school fairs, providing working experience to school children as well as facilitating under-graduate placements students or finance staff accessing the apprenticeship levy who require access to training in areas not related to their employed role.

1. Deputise for the Senior Healthcare Contracts & Overseas Manager as and when required.

1. Undertake duties and responsibilities not listed but commensurate with grade.

Financial Management

1. Monitor the in-year performance of the healthcare contracts, using the financial information to support the Senior Healthcare Contracts Manager with contract negotiations, and to inform negotiations where service provision crosses financial years.

2. Ensure that financial management colleagues are raising monthly invoices to providers against the agreed contracting schedule.

3. Support the overseas officer in preparing estimates and final invoice values to for chargeable patients, using national coding, and associated national tariffs or other revised charging mechanisms as directed by NHS England & the Department of Health & Social Care.

4. Support the overseas officers in taking payment from patients/carers up front and in full prior to treatment commencing or as soon as possible thereafter.

5. Authorise patient invoices and referrals of unpaid invoices to external debt collection agencies, liaising with the Trusts debt collection manager.

6. Authorise credits notes when necessary, such as when the estimate exceeded the final treatment cost or patients have verified entitlement.

7. Complete the monthly risk share reporting process in conjunction with Financial Management colleagues and Invoice commissioners for activity according to the agreed risk sharing agreement.

8. Liaise with shared business services regarding any queries as they arise.

9. Liaise with external debt collection agency regarding any queries as they arise.

10. Review the Aged Debt Report by identifying payments received/credit notes for overseas chargeable patients using the Trust Oracle Finance database and support the Trust taking remedial action where possible to recover income.

Performance Management

1. Ensure that all databases are maintained and updated in real time in order to support enquires, reports and analysis which will be required on a regular basis.

2. Develop detailed and robust analysis, demonstrating trends and providing trajectories which will be incorporated into reports for presentation and discussion at meetings, both internal and external.

3. Update CSUs of contractual issues or chargeable overseas patients in their care, alerting them to high value risk or safeguarding issues.

4. Provide ad hoc, monthly, and quarterly reports for internal use e.g., internal CSU and Trust Board papers and external to the NHS Business Authority.

5. Support internal or external requests for audits, pilots, and reviews by providing existing information or gathering and inputting additional information as required.

Strategic Development

1. Attend local and national meetings contracts meetings and feedback to inform BTHFT policy development and review.

1. Attend national forums such as the Overseas Advisory Group meeting with outputs from this meeting used to advise Trust management of good practice and then leading on the amendment to any SOPs accordingly.

1. The post holder will contribute and have active engagement in delivering the Departments Finance Strategy, operational plan, and One NHS Finance accreditation standards, using our Mission Statement as the framework for delivery.

Person Specification

Experience

Essential

• Previous experience in a Health Service environment
• Previous experience of working in a training setting and delivering presentations to a wide audience
• Previous experience in managing and leading a team

Desirable

• Service/ Policy /Contracts Development

Skills

Essential

• Be able to manage and prioritise own workload effectively on a day-to-day basis to agreed deadlines
• Excellent planning and organisational skills using a systematic, thorough, and logical approach
• Ability to develop, maintain and record information accurately on databases for monitoring and reporting purposes
• Ability to deal with unexpected problems and use your own initiative to solve.
• Ability to provide and receive complex, sensitive, or contentious information
• Excellent people skills and can deal with complex (sometimes confrontational) situations in a confident and responsible manner but with sympathy and sensitivity where there are significant barriers of acceptance using your initiative to resolve.
• Ability to work without direct supervision

Knowledge

Essential

• Demonstrate an understanding of NHS Contracts, Provider to Provider Contracts & the Provider Selection Regime (PSR)
• Demonstrate an understanding of the Department of Health NHS cost recovery - overseas visitors regulation
• Knowledge and confidence to represent the Trust with external organisations such as the Department of Health, UK Border Agency, Home Office, ICB and General Practitioners & wider stakeholder agencies.
• Ability to problem solve, negotiate discrepancies in service level agreements and correctly determine a plan to achieve the desired outcome for the Trust where other stakeholders are involved.
• Ability to interview and investigate all potential overseas visitors and correctly determine their status and entitlement to free NHS treatment in line with the Department of Health NHS cost recovery - Overseas Visitors Regulation
• Knowledge of Excel, Word & Power point, Power BI, AI
• Knowledge of: NHS Policies and Processes Department of Health NHS Cost Recovery Overseas Regulations National Tariff/HRG codes
• Able to manage and prioritise own workload effectively on a day-to-day basis
• Excellent communication and negotiating skills both orally and in writing, with the ability to manage, influence and achieve payment from chargeable overseas patients as required.
• Collaborator but also strong self-motivation skills which enables you to work independently.

Desirable

• Knowledge of the NHS patient administration process
• Knowledge of EPR and Oracle
• Knowledge of the NHS Business Authority Overseas Portal
• Knowledge of costing patient treatment by using HRG Tariff
• Knowledge of medical terminology

Qualifications

Essential

• GCSE 'A-C' or equivalent
• Management qualification

Desirable

• CIPS qualification

Other Requirements

Essential

• The job holder must have the ability to travel both to and from hospital sites
• Able to maintain confidentiality at all times

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

Bradford Teaching Hospitals NHS Foundation Trust

Address

Bradford Royal Infirmary

Duckworth Lane

BRADFORD

BD9 6RJ

Employer's website

https://www.bradfordhospitals.nhs.uk (Opens in a new tab)