Executive Assistant, Business Office Ar and Debt

-Family Group: Administration

The Executive Assistant ensures healthy patient receivable ratio through prompt collections and mínimal bad debts.

**MAJOR DUTIES AND RESPONSIBILITIES**

**(A) SPECIFIC**

**Accounts Receivables (AR)**

1. Generate AR Aging report (SAP AR module) and ensure monthly balance ties with General Ledger (SAP GL module). Follow up with system vendor for any discrepancies in report balances.

2. Check for irregular accounts (e.g. long outstanding or negative balances) and liaise with patients or Finance Shared Services (FSS) team for closure. Inform Executive/Senior Executive on follow-up actions taken.

3. Check with FSS on status of bills/accounts outsourced by latter to appointed collection agents (CAs), with attention to long outstanding accounts held by CAs.

4. Inform Executive/Senior Executive on FSS proposals for legal actions against recalcitrant patients.

5. Closely monitor and follow up with Operations department on dun-block requests (i.e. stopping the sending of reminder letters pending resolution of disputes between patient and hospital) to ensure release of block and bill closure (payments or waiver) on settlement of issues.

6. Create third party payer codes based on request forms submitted by Operations team. Check the form for proper approval before creation of code.

7. Check and housekeep third party payer codes to ensure only relevant ones are in use.

8. Work with Business Development team on contract schemes received from corporations and ensure that payment terms and conditions are indicated correctly in the contracts to protect institution interest.

9. Prompt update and notification of frontline operations on new/revised contract schemes.

10. Check bill waiver request forms submitted by Operations team and ensure proper approval is obtained from relevant department heads before processing bill waiver in SAP.

12. Refer patients to Medical Social Services for financial assessment, on request.

13. Process write-off for small value accounts and submit bad debt write-off proposal from FSS for higher-level approval.

14. Process clearing of patient AR in SAP against approved funds or budgets, or based on waivers and write-offs approval.

15. Follow up and draft responses to patients’ requests for financial assistance, raised through their Member of Parliament (MP). Seek advice from Executive or Manager for more complex requests.

16. Manage and direct enquiries where necessary to relevant departments in relation to settlement of patient accounts.

**Deposit Collection (Inflight)**

1. Generate reports on outstanding deposits pending collection from inflight patients (i.e. patients warded in hospital) and financial counseling status on daily basis, and send them to the inpatient Financial Counselling team.

2. Monitor and ensure that timely collection and financial counselling (or re-counselling) are performed by the Financial Counselling Officers (FCOs).

3. Identify cases with potential collection issues/difficulties and highlight these cases to relevant departments (clinical and operations units) for necessary action.

4. Advise, guide and assist FCOs in ensuring all avenues of inflight collections are explored (for example, remind FCOs to request for Letter of Guarantees for corporate patients or advise patients to check for insurance cover, etc).

5. Work closely with FSS to activate CAs or issue Letter of Demand to delinquent payers where necessary.

6. Liaise and follow up with relevant Ministries on inflight cases requiring their attention, such as reporting delinquent employers (of foreign workers) to Ministry of Manpower or submitting requests to Ministry of Health for financial assistance under relevant government schemes.

**(B) GENERAL**

1. Manage audit queries.

2. Other duties as assigned by Executive and Manager.

**JOB REQUIREMENTS**
**EDUCATION, TRAINING AND EXPERIENCE**
1. LCCI or Diploma in any discipline but preferably in Business or Finance.

3. Knowledge of SAP preferred.