Cashier Cum Administrator

Reporting to: Clinic Incharge

Job Purpose:

The Incumbent is to ensure correct and prompt registration and charging of all patients and clients seeking services from the UMATI Clinic. S/He will make use of technical and financial skills to track and manage patient cash flows, credit, and insurance payments, while also supporting reception to deliver quality customer services and maintain superior patient satisfaction.

The incumbent will also be responsible for the day-to-day operations management of the clinic for ensuring cleanliness, orderliness, safety, regulatory and business compliance of the clinic. S/He will work closely with the Clinic In-charge to develop and implement the strategic vision and operational objectives of the clinic.

Duties and Responsibilities:

Collection of Revenue

• The cashier is tasked with receiving payments from clients through the Clinic approved payment platforms.
• Issuing official receipts for all cash transactions
• Collect revenue by recording financial information; collect charges for services; and record third party claims.
• Generating invoices for relevant clients e.g. insured clients seeking services.
• Enforce credit policies for health insurance clients.
• Understand insurance packages and make necessary documents available to insurance agents when the need arises.
• Ensure appropriate insurance guidelines are followed when providing services to clients.
• Deposit cash to approved bank accounts and maintain appropriate supporting documents.

Documentation

• Responsible for documenting revenues received by ensuring correct receipting or invoicing as per the transaction being performed.
• Responsible for compiling and reporting the revenue collected at the end of each business day, using approved reporting templates.
• Maintain an up-to-date inventory of all facility inventory available at the facility.
• Managing patients’ health data and other personal information and maintain confidentiality of said data.
• Maintain relevant databases and filing systems.
• Ensure documentation to support submission of insurance claims is in place.

Administration and Operations

• Undertake daily administrative tasks to ensure the functionality and coordination of the facility.
• Ensure all financial activities meet standards set forth in organizational policies and protocols.
• Give appointments to patients who want to see the doctor and inform the doctor of their arrival.
• Ensure that the clinic is opened at the appropriate time and supervise cleaning of the clinic to create a clean and healthy environment.
• Proactively identify and recommend opportunities to expand revenue sources and reduce expenditures.
• Manage accounts receivable collections for Insurance companies.
• Fill out and file insurance forms for payment as requested.
• Participate in budget preparation and clinic expense management.
• Produce and submit daily, weekly, and monthly reports from Clinic Management Information System.
• Control the best use of office stationaries.
• Maintain and keep control of all the kitchen and office supplies.
• Ensure effective use and maintenance of EFD Machine
• Work with Accountant to reconcile between Z Report and books of account.
• Maintain and update Clinic Asset register.
• Follow ups on the requested drugs and reagents from Head office.
• Manage the Clinic running costs.

Customer Service

• Provide clear information to clients regarding services offered at UMATI Clinic
• Assure patient service needs are met, monitor patient feedback, and resolve complaints and related issues as necessary.
• Provide timely feedback to clients to ensure high customer satisfaction.
• Provide support during evacuation of patients from the facility in collaboration with clinical team.
• Inform patients when test results have been confirmed.

Qualifications/Experience Requirements:

Education and Knowledge

• Bachelor’s degree in accounting or business administration, front office operations is an added advantage.
• Knowledge of office management systems and procedures.
• Proficiency in MS Office (MS Excel, MS Word)
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task

Experience

• At least (2) two years of relevant work experience as a cashier preferably in a health care setting.
• Experience in and understanding of basic financial management.
• Experience in healthcare billing preferred.

Knowledge, Skills, and Abilities:

• Excellent written and verbal communication skills across all levels;
• Strong interpersonal skills and a team player;
• Able to work on own initiative;
• Ability to analyse problems and recommend a course of action;
• Exceptional interpersonal skills for liaising with patients, healthcare providers as well as the public;
• Advanced ability to ensure the highest standards in patient care and compliance with healthcare regulations;
• Customer care skills;
• Knowledge of procuring supplies, equipment, and staff needed at the clinic;

APPLICATION INSTRUCTIONS:

Interested candidates should submit an application letter indicating the position applied for and a detailed CV in one PDF document. Applications should be submitted by 12th May 2025 to the Executive Director through email: applications@umati.or.tz The position should be the subject of the email application. Kindly note that only shortlisted applicants will be contacted. UMATI is an equal-opportunity employer. Women and people with disability are highly encouraged to apply.