Billing Credit Control and Supplier Set Up Officer

To ensure the billing of Trust invoices and credit notes are raised in a timely manner. Credit Control duties are actioned and the Set-up of suppliers are managed effectively.
To provide a billing service to the Trust by raising debtor invoices promptly and accurately.
Check validity of claims for patient travel reimbursement made under the Healthcare Travel Cost Scheme (HTCS)
The post holder will be responsible for creating new external suppliers and updating existing suppliers’ details on the Trust’s supplier data base.
Billing
To promptly and accurately raise invoices for all NHS and non-NHS debtors as instructed by the Trust’s 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 Trust’s 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 Trust’s 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 Trust’s cashiering policy
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 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