Stores Assistant job at Marie Stopes UG

JOB DETAILS:
The Role
The purpose of this role is to execute Claims management process and stock management activities in the Hospital pharmacy / store including handling stock request, receipts, storage and issuance of medical supplies, equipment and other materials to the different hospital departments.

Key result areas Key performance indicators
1. Administrative duties
2. Supervise and aduit active stock regulary and work with the team to find the most efficient way of handling active stock
3. Overlook all the stock activities that include but not limited to Receiving, verification, storage, documentation, requisitions (PUSH) and emergency ordering

4. Implement Claims management and inventory SOPs and ensure compliance.

5. Training and orientation of staff and giving refresher support to teams
6. Oversee storage, shelving,organisation, temperature monitoring and safety of all inventory areas at the hospital

7. Regulary review pre authorisations, interim bills and prescriptions and insurance price lists and offer billing and claims management support to the CLO teams

8. Advise on billing and pricelist issues that need attention in atimely manner
9. Participate in rota management and allocation to ensure efficiency
10. Time management and task completion.
11. Meeting attendance
12. Uniform policy

1. Weekly audit of active stock
2. Monthly refresher training for CLOs and for Dispensers
3. 1 idea per quarter that will create efficiency and improve productivity

4. Achieve 175M revenue collection from insurance per month.
5. Attain a 99% approval rate for all insurance claim submissions

Prescription management
Work with the dispensers to ensure;
• Dispensing medicines to clients and giving written and oral instructions on their use, as prescribed by medical doctors or other health professionals.
• Preparation of medications and other pharmaceutical compounds under the guidance of other health professional.

• Receiving prescriptions or refill requests from health professionals and verifying that information is complete and accurate according to medical record-keeping standards. • Weekly review of prescriptions out
• Working with the pharmacy team to ensure stock movement by keeping prescribers in the know of new drugs, near expiries, stock outs and their alternatives, inventory items that need moving plus. Use weekly emailers
Documentation/reporting
Inventory
• Prepare reports related to consumption, sales, weekly short-dated stock,weekly priority items that require to be prioritised by prescribers, physical stock status, expired stocks, damages, returns etc. and submit according to schedule
• Keep record and report near misses, drug incidences, missed opportunities, fraud among others
Claims management
• Ensure 100% collection of fully vetted daily claims from the CLO teams with supporting documents
• Daily verification of all submitted claims with the online systems to ensure compliance to billing standards for the respective insurances

• 100% submission of all fully veted insurance claims from the previous month by the 7th day of the new month with all supporting documents including but not limited to rembursements.
• Insurance revenue reconcilliation and reporting (E H R verses invoiced claims)
Inventory
• Weekly stock audit report for active inventory.
• Submit accurately filled GRNs,adjustment,interstore transfers and expiries by 2nd of every new month
• PUSH template by 2nd of every new month.
• Share a list of store inventory items that require urgent refill or whose level has reached minimum stock every Friday by 12pm.
Claims management
• 100% collection of insurance claims for the previous day.
• 100% submission of insurance claims by 3pm every Monday for the previous week including complete online billing.

• 100% submissions of insurance claims by 5th of the new month.
• Zero rejection of insurance claims
• E H R , SMART EDI,Liberty ,CIGNA, Jubilee and other system compliance (accurate and timely data entry)
Customer care
• Assisting clients by answering questions, locating items or referring them to a doctor for medication information.
• Queue management- check on each patient in the waiting area and ensure that they are attended to in a timely manner.
• Pending medication- using the dispensing record books, follow up on the status of pending actions and share feedback with supervisor/team leader or assigned personnel
• Usher in clients warmly and ensure that they have a swift pleasant experience through efficiency of service and minimize client waiting time.
• Monitor the client satisfaction index
• 30% increase in customer retention and growth
• Service quality index (response time, first contact resolution, process efficiency)
Stock management and accountability
• Maintain inventory register for both consumable and on-Consumable items.
• Prepare and oversee successful stock count process for the hospital at every last day of the month

• Carryout stock rotation according to FEFO (First Expiry First Out) and FIFO (First In First Out).
• Ordering, labelling, and counting stock of medications, chemicals and supplies, and entering inventory data into record-keeping systems.
• Track all movements of drugs in and out of store, including checking deliveries against dispatch notices for quality and quantity.
• Ensure proper inventory monitoring to mitigate stock loss
• Issue stock to user departments in accordance with MSUG procedures/ Hospital agreed procedures.
• Fully reconcilled PUSH template by 2nd of every new month
• Near expiries report by 2nd day of every new month
• Ensure 100% stock accurancy for all inventory
• Limit hospital experies to 350,000 UGX and below per month
• Achieve 20% cost savings on inventory.
• Zero stock out of emergency drugs.
• Compliance to the approved list of manifacturers while receiving stock.
• Daily temperature monitoring using temperature log

Qualifications and Experience (essential/desirable)
• Minimum of 2 years work experience in a clinical similar setting
• Good communication skills
• Interpersonal skills
• Ability to work under minimal supervision
• Minimum level-Diploma in Nursing, Midwifery, Clinical Officer or related feild
• Candidate must have computer skills
Personal Attributes
Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. We encourage and expect all team members will demonstrate the following behaviours:

• Initiative
Thinking ahead and taking action to make the most of opportunities by finding the optimum solution
• Innovative
Thinking creatively and outside of the box so that ideas generated create a positive outcome
• Effective Communication
Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.
• Responsive
Being responsive to changing priorities and demands
• Working Efficiently
Planning, prioritising and organising work to ensure work is accurate and deadlines are met
• Sharing Information
Sharing information and knowledge whilst maintaining confidentiality
• Focus on Learning
Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further
• Commitment
Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements
• Driven
Drive and determination to deliver results
• Accountable
Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate
• Embracing Change
Openness to embracing change within the organisation and being able to adjust plans/activities accordingly
• Motivated
Motivation towards achieving quality results to maximise potential
• Team Player
Working as part of a team by being supportive, flexible and showing respect for each other

Team Member Behaviours
MSI Behaviours and Values
Work as One MSI
• You contribute, use, and share accurate data and evidence to improve understanding, insight and decision-making across MSI, enabling us to maximise our ability to influence others.
• You share relevant knowledge, expertise and resources to strengthen teamwork and prevent duplication of effort.
• You actively work as part of a team, providing support and flexibility to colleagues, demonstrating fairness, understanding and respect for all people and cultures.
Show courage, authenticity and integrity
• You hold yourself accountable for the decisions you make and the behaviours you demonstrate.
• You are courageous in challenging others and taking appropriate managed risks.
Develop and grow
• You seek feedback to enable greater self-awareness and provide the same to others in a way which inspires them to be even more effective.
• You manage your career development including keeping your knowledge and skills up to date.
Deliver excellence, always
• You strive to consistently meet and exceed expectations, putting clients at the centre of everything, and implement smarter, more efficient ways of performing your role.
• You build and maintain effective long-term working relationships with all stakeholders, and are a true MSI ambassador.
Leadership (For Leaders only)
• You inspire individuals and teams, through situational leadership, providing clear direction.
• You seek and provide opportunities which motivate team members, helping to develop skills and potential whilst strengthening our talent and succession pipeline.
• You are aware of emerging developments in our sector, demonstrating strategic insight about our clients and business and encourage this in your team.
• You articulate a vision of the future which inspires and excites others.

MSI Values
• Mission driven: With unwavering commitment, we exist to empower women and men to have children by choice not chance
• Client centred: We are passionate about our clients and dedicate our efforts to delivering agreed objectives to the highest possible quality
• Accountable: We are accountable for our actions and take responsibility for everything we do to ensure long term sustainability and increased impact.
• Courageous: We recruit and nurture talented, passionate and brave people who have the courage to push boundaries, make tough decisions and challenge others in line with our mission

Work Hours: 8

Experience in Months: 24

Level of Education: Postgraduate Degree

Job application procedure
• Submit your cover letter, CV, and academic documents as a single PDF file.
• Clearly indicate the job title in the subject line of your email.
• Send your application to [email protected] .
• Applications will be reviewed on a rolling basis; early submissions are encouraged.
• Deadline: 29th November 2024