Program Assistant
Axios International
Total years of experience :7 years, 6 Months
Administration:
• Provide meeting planning and logistics activities including workshops.
• Maintain database of project contacts, and drafting meeting notes and coordinating review, distribution, and filing.
• In consultation with relevant staff, plan and coordinate the production and distribution of monthly activity reports and other communications materials as requested.
• Update activities and documents on online using SharePoint
Marketing & Stakeholder Sensitization: Marketing the programs and ensuring that all stakeholders i.e patients, doctors, healthcare facilities and distributors are aware of the programs
Client Relations: Enrolment of patients onto the program and continuous follow up of treatment dates to ensure that the products were at the various facilities on the day of treatment or pick up
Procurement: Coordinate procurement of both services and supplies and working closely with the procurement and operations to manage hospitals and suppliers.
Key Achievement:
Managed to kick start two programs in the Oncology field; Takeda Patient Assistance Program for Hodgkin’s Lymphoma (had a total of 12 patients in the year) and Janssen’s Prostate Cancer Program.
Duties and Responsibilities
Client Relations:
• Receiving patients, relatives, visitors and clients and directing them to various destinations;
• Answer enquiries and provide feedback.
• Provide questionnaires to customers to fill, and afterward forward to CR department for analysis
• Manage Customer complaints.
Administration:
• Manage internal and external correspondence via phone or email;
• Assist in registration of new clients;
• Record Management & Retrieval;
• Minute taking and Report Writing.
Achievements:
• Managed to excel in the customer service departments and got promoted to claims analyst department
• As a claims analyst, I was able to develop an updated internal system related to completing insurance forms and their reconciliation to enable quick payments and also track payments more efficiently.
Compliance & Administration:
• Processing of claims within set benchmarks which includes vetting and then authorizing submitted claims.
• Generate claim reports and make recommendations on areas of improvement. Reviewing medical reports and claims in compliance with guidelines
• Ensuring accurate data is captured into the system;
• Filing all claim documents
Client Relations:
• Receiving, interviewing and guiding the patient, next of kin on the hospital requirements, charges and deposits.
• Vetting patients/next of kin to establish validity of records and financial capacity for registration/admission.
Administration:
• Retrieve and update patient’s file and register/admit the patient within the set time limit.
• Ensure that patient’s records are well-kept and maintained to safeguard patient’s confidentiality.
• Admit corporate patients as per company guidelines and liaise with credit control to ensure that filled pre-authorization forms for corporate admissions are faxed within the agreed time limit.
• Update all registers for easy reference and proper handing over done for follow up.
• Ensure that the daycares/packages are properly flagged before going for the procedure.
Back-office Accounting:
• Post all charges raised at registration and admission and confirm payment before further services are offered.
• Receipt cash, cheques and credit cards accurately from all clients and drop monies into the safe collection.
• Ensure that all invoices are finalized and delivered to billing with all attachments.
Client Relations & Administration:
• Discover and handle concerns from customers;
• Arrange a number of status reports, for example activities, closings, follow-up and adherence to goals;
• Control account services through quality checks and other supporting activities;
Sales & Marketing:
• Identify new opportunities & special developments for products and services and collect information from field activities;
• Advertise and sell products and services of the company to current and perspective customers;
• Follow up on new leads and referrals stemming from field activity;
• Development of proposals and sales contracts;
• Develop and maintain the relationships with current customers and potential customers as well;
Capacity Building:
• Establish and maintain materials relating to sales and knowledge of current products;
• Supply of direct and detailed training to new sales staff;
• Take part in events to market the products such as seminars, trade shows, and telemarketing events;
Achievements
• In charge of four insurance companies on behalf of the company- APA, AON, First Assurance and CIC.
• In charge of five branches and their performance: Capital Centre, Rongai, Landmark and Nation Centre.
Responsible for Executive Administration, and Management of the Customer Service Function
Achievements
• Successfully managed the CEO’s personal company budget to achieve a 23% savings in expenditure which ultimately resulted in a substantial savings in overall company expenditure.