Private Patient Billing Officer

Job overview

The post holder will be able to provide patients with accurate cost estimates and generate all invoices for services received including insurance and self-pay.

The post holder will be responsible for ensuring that all details regarding pay mechanisms are accurately entered on to Compucare in a timely manner. The post holder will be capable of accepting all methods or payment cheque, credit/debit card. The post holder will be responsible for ensuring all paperwork and back up documentation relating to invoices is scanned into Compucare.

The post holder will be the first point of contact for patients, secretaries, and third parties making enquiries in relation to their invoicing for private care. They will also work with finance to ensure that all queries in relation to finance are resolved in a timely fashion and escalate any variances in contract or issues with invoicing to the Managing Director of Private Care and the Commercial Finance Manager.

The post holder will work in conjunction with the credit control team ensuring all notes are updated on Cerner in relation to communications had internally, with consultants, patients, third party providers/payers to improve the communication between finance and private care department.

Submit all invoices were applicable to the relevant portals in a timely manner with all the information that is required.

Main duties of the job

Responsible for supporting the Private Patients Service by preparing accurate cost estimates and invoices using the Private Patient Tariff and relevant procedure codes. Verify clinical and financial information through Cerner, E-Proc, and other Trust systems to ensure correct billing. Maintain patient invoice templates, applying appropriate insurer, embassy, and self-pay rates. Prepare and review supporting documentation, including authorisation codes, policy details, and guarantees of payment. Process re-bills, credit notes, and patient payments, ensuring compliance with Trust financial procedures. Investigate and resolve billing queries professionally, liaising with patients, consultants, insurers, embassies, and internal teams. Maintain accurate records, uphold GDPR and confidentiality standards, support service operations, provide cover for senior colleagues when required, and contribute to evening and weekend rota coverage to meet service needs.

Detailed job description and main responsibilities

• Prepare cost estimates for consultants and patients by completing cost estimate documentation using the appropriate procedure codes and prices, referring to the current Private Patient Tariff
• Verify the accuracy of information provided by clinical departments, including the Chelsea Wing, Endoscopy, and Private Outpatients, by checking Cerner (Electronic Patient Records) and E-Proc systems before raising invoice requests.
• Collate and record details of patients' tests and procedures using the BUPA Schedule of Procedures and the Private Patient Tariff. Populate and maintain individual patient invoice templates, ensuring tariffs and contracted rates for insured patients are applied correctly.
• Prepare supporting documentation received from Admissions Officers and outpatient clinics, ensuring policy numbers, authorisation details, and guarantee letters of payment from embassies and insurance companies are included. Where information is incomplete, liaise with the relevant department to obtain the required documentation.
• Process private patient re-bill and credit note requests for both inpatient and outpatient activity, including self-funded patients, embassy-sponsored patients, and private maternity cases, as directed by the Finance Lead.
• Investigate and resolve billing and account queries received in person, by telephone, or email, dealing with patients sensitively and professionally. Liaise effectively with internal departments and external organisations, including insurance providers and embassies.
• Maintain accurate, organised, and up-to-date filing systems for all financial and patient-related documentation.
• Always ensure strict confidentiality of patient information, in accordance with the Trust's Confidentiality Policy and Information Governance requirements (GDPR).
• Develop and maintain proficiency in Trust financial systems, including Compucare, and other relevant IT systems such as Cerner Patient Administration System (PAS), to verify patient information and support financial processes.
• Provide cover for the Assistant Service Manager when required, supporting the day-to-day operation of the Private Patients service.
• Process payments securely from patients using debit and credit cards over the telephone by entering details directly into Compucare. Issue payment confirmations and receipts to patients via email.
• Participate in the team rota and work evenings and weekends when required to meet service needs.

This job description may be subject to change according to the varying needs of the service. Such changes will be made after discussion between the post holder and his/her manager.

All duties must be carried out under supervision or within Trust policy and procedure. You must never undertake any duties that are outside your area of skill or knowledge level. If you are unsure, you must seek clarification from a more senior member of staff.

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.