Job responsibilities
Billing
- To promptly and accurately raise invoices for all NHS and non-NHS debtors as instructed by the Trusts departmental managers ensuring all discrepancies are identified and resolved before billing.
- Autonomously review the debtor invoice request forms received from budget holders for completeness and reasonableness. Where there are any concerns arising from this review autonomously contact the budget holder and ensure that the invoice request is corrected when re-submitted or adequate explanations are received which addresses the concerns raised.
- To liaise closely with members of the Income and Costing Team when raising invoices for NHS Commissioners
- To analyse and monitor the Other Debtors to Re- charge reports on a regular basis, identify the re-charges to be made, raise and despatch the invoices to relevant organisations.
- To liaise with the Trusts internal departments to ensure standard instructions to raise invoices are promptly received. The departments and the type of charges include:
- Accommodation Department A full list of tenants to charge monthly rents.
- Estates Department A full list of utility and any other re-charges.
- Management Accounts Department A full list of Salary re-charges.
Ledger Administration
- To ensure that the Billing interface between the Private Patients income; records created on compucare are transferred through to the Trusts financial system e-financials as and when required.
- To periodically agree the patient care income raised on the e-fin ledger reconciles to the GL.
- To prepare and analyse Balance Sheet reconciliations for specific balance sheet codes related to invoicing as specified by the Accounts Receivable Manager. Agree action with members of the Finance Department on how the reconciling items will be resolved.
- Reconcile the cash book to the bank statements on a daily basis.
- Reconcile the bank balances in the GL to the balances in the bank statements on a monthly basis
- Undertake reconciliations for a specified set of balance sheet account balances at each month end as required by the Senior Financial Accounting Analyst.
- Undertake reconciliations of purchasing card statements transactions to the transactions log submitted by the card holders on a monthly basis.
Healthcare Travel Cost Scheme
- Autonomously review and check the claims from patients who present themselves to the Finance Department requesting reimbursement for travel expenses ,review their claim to ensure eligibility using the HTCS policy document issued by the Department of Health and Social Care as guidance and disburse cash where eligibility confirmed in line with the Trusts cashiering policy
- Autonomously review and check the HTCS postal claims received applying the guidance issued by the Department of Health and arrange for cheques to be requested where eligibility confirmed
- Consider and autonomously respond to any patient queries on HTCS eligibility, either face to-face or via phone, letter or e-mail. Patients are sometimes distressed or angry where claims are not processed as they expect. Communication with patients should reflect the fact that many patients requesting reimbursement are in financial hardship or are feeling vulnerable due to illness. A mature and thoughtful approach is required when communicating with patients on HTCS claims.
- Review patient claims for the reimbursement of the Congestion Charge and liaise with patients if there are any queries. Process claims to Transport for London for reimbursing the NHS Trust.
Credit Control
- Process standard follow-up reminders to debtors who have not settled outstanding invoices.
- Analyse detailed invoice-level reports of debtor invoices outstanding on at least a monthly basis to inform the prioritisation of debt collection action.
- Autonomously undertake additional non-standard debt recovery action, e.g. contacting debtors by phone/letter/e-mail which takes into account the specific circumstances of the debt outstanding. Update the Accounts Receivable Manager where it is considered that invoices are unlikely to be settled. Recommend invoices that should be considered for write-off to the Accounts Receivable Manager.
- Autonomously liaise with the external debt collection agency in regard to debt which has been assigned to the debt collection agency, e.g. providing updates to the external debt collectors on cash received by the Trust. Propose debt collection action involving the debt collection agency to the Accounts Receivable Manager.
- Issue debtor statements in accordance with the processes set down by the Accounts Receivable Manager including as part of the intra-NHS agreement of balances exercises.
- Autonomously respond to queries from NHS counterparties received as part of the Agreement of Balances process.
Maintaining the Supplier Database
- Set up new suppliers and amend existing supplier details on the supplier database in accordance with the current procedures.
- Liaise with suppliers etc for discrepancies or incomplete information on invoice or payment requests before making payment
- Review and de-activate inactive suppliers in the database on a monthly basis following reviews by the Senior Analyst.
- Review and amend existing supplier details on a monthly basis following reviews by the Senior Analyst to ensure supplier details in the database are kept up to date.
- Prepare and review supplier-related information for the integrity of the supplier database.
General and Administration:
- To be part of the routine allocation of work within accounts receivable team as organised by the Accounts Receivable Manager, including rotation of staff at appropriate times and to ensure adequate cover is provided during periods of absence. The cover includes responsibilities of the Cashier/Administrator in issuing Petty Cash and acting as a first point of contact for visitors and correspondence coming into the Financial Services Department. To open and distribute incoming post.
- To process outgoing post and correspondence including invoices and statements.
- To provide administrative support consistent with the purpose of the job as may be required
- To contribute to the development of processes and policies within Receivables.
- To strive to provide a consistently high-quality service to the Trust and to promote the activities of the Income Section within the Trust.
Other duties consistent with the nature of the job as may be required from time to time by the Income team.
