Stores Assistant job at Marie Stopes UG | Apply Now

Key result areas Key performance indicators

• Administrative duties

• Supervise and aduit active stock regulary and work with the team to find the most efficient way of handling active stock

• Overlook all the stock activities that include but not limited to Receiving, verification, storage, documentation, requisitions (PUSH) and emergency ordering

• Implement Claims management and inventory SOPs and ensure compliance.

• Training and orientation of staff and giving refresher support to teams

• Oversee storage, shelving,organisation, temperature monitoring and safety of all inventory areas at the hospital

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

• Advise on billing and pricelist issues that need attention in atimely manner

• Participate in rota management and allocation to ensure efficiency

• Time management and task completion.

• Meeting attendance

• Uniform policy

• Weekly audit of active stock

• Monthly refresher training for CLOs and for Dispensers

• 1 idea per quarter that will create efficiency and improve productivity

• Achieve 175M revenue collection from insurance per month.

• 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% submission 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