Senior Accounts Receivable Officer

Job overview

To deliver a high standard of accounts receivable portfolio management. The post holder will support the Department’s responsibility for securing income receipt for the Trust, its subsidiary company Dudley Clinical Services Limited, and its charity Dudley Group NHS Charity through communication with external clients as well as internal colleagues from various departments within the Trust, ensuring that invoices are paid in a timely manner and to resolve credit queries. will be responsible for designated accounts receivable client portfolios including the provision of invoices, credit notes and debt recovery.

will be responsible for managing the day-to-day Overseas Visitor and private patient processes, including patient interviews.

will support in providing a cashiering function for the Trust and the Charity

Main duties of the job

• Communicates statutory financial regulations and NHS rules in a simplified form to finance and non-finance people, explaining any complicated financial matters concerning invoices raised.
• Responsible for managing the day-to-day Overseas Visitor and Private Patient processes, including patient interviews.
• Responsible for the review of NHS eligibility forms & patient reports received daily from the patient care system.
• Responsible for the resolution of immigration queries raised from the review of the Overseas Visitor reports and NHS eligibility forms, with the respective agencies.
• Responsible for the completion and submission of the quarterly Department of Health Overseas Visitor debt report.
• Provide cover for the monthly and year end SLS & CMS ledger closedown.
• Provide cover & support to the Cashier for collection of income from remote locations outside the General Office, including but not limited to Pharmacy cash collections, Ultrasound collections & ward safe rounds in accordance with the Trust Patients Property and Money Policy.
• Record Patients Property including cash and valuables for Russell's Hall Hospital. To complete patients’ property documentation in accordance with Trust procedure and request payments for payments upon discharge.
• Issue petty cash together with patients travelling expenses in accordance with the NHS Hospital Travel Costs Scheme and the Trust Standing Financial Instructions, maintaining the petty cash imprest system.

Detailed job description and main responsibilities

1.Responsible for designated accounts receivable client portfolios including the provision of invoices, credit notes and debt recovery.

2.Uses the Sales Ledger, Cash Management Ledger, and Microsoft Office suite of software, and scanning facilities to ensure accurate electronic record keeping, workflow and time management

3.Respond promptly to correspondence (telephone calls, e-mails & letters), queries and enquiries relating to outstanding sales invoices, interrogating finance systems as required, ensuring good relationships with debtors and other external bodies e.g. The Home Office and other NHS organisations.

4.Raise sales invoices and credit notes relating to specific requirements for whom the Trust has provided a service promptly, and in accordance with Trust procedures.

5.Input data, from internal and external sources, into the Trust and Charity computerised systems and provide standard reports.

6.Participate in training from the Trust VAT Advisors to ensure that all invoices are raised in accordance with VAT legislation/guidelines.

7.Ensure reminder letters and monthly statements are produced as required. Pursue outstanding debts following Trust procedures using appropriate systems.

8.Participate in chasing individuals / departments for submission of invoices due to be raised.

9.In liaison with the Head of Financial Services, set up instalment payment plans where this represents the only possibility of securing payment of a debt.

10.Monitor existing instalment payment plans, ensuring all paperwork is completed and returned by the customer and alerting the Head of Financial Services and Accounts Receivable Manager to any break in agreed payments.

11.In liaison with departments / divisions investigate queries relating to outstanding sales invoices, cancelling, reducing, or crediting incorrect sales invoices as necessary.

12.Participate in meetings with portfolio clients to secure settlement of outstanding debts.

13.Completion of relevant documentation for debt escalation, and where relevant for court referral or write off, and preparation of adjustments to account for provision of irrecoverable debts.

14.Provide cover for the Compensation Recovery Unit processes in the absence of the Accounts Receivable Manager.

15.Provide support and information in an accurate and timely manner to Senior Managers.

• Responds to complex/sensitive queries from staff, customers and patients as required, using tact, diplomacy and persuasive skills when dealing with any contentious and sensitive issues.
• Ensures Trust and Charity policies & procedures, and financial timescales, are maintained.
• Plans own daily workload, with effective scheduling of priority tasks. Work is managed rather than supervised.
• Works with little direct supervision, referring more complicated complex queries to the Accounts Receivable Manager.
• Provide cover in the absence of the Accounts Receivable Manager in the supervision of the Accounts Receivable Team.