Administrative Officer

Department

Administration

Reports To

Chief Operating Officer (COO)

Coordinates With

Medical Superintendent, Finance Department, Billing Department, Doctors/Consultants, Nursing Services, OT Team, Stores, Purchase Department, Pharmacy, Biomedical Engineering, TPA/Insurance Desk, Government Scheme Coordinators (Ayushman Bharat, MJPJAY, CGHS, ECHS, ESIC, etc.), Patients and Relatives.

Job Summary The Administrative Officer shall be responsible for the smooth functioning of patient billing services, coordination of government healthcare schemes, surgical logistics, patient facilitation, interdepartmental coordination, and ensuring timely availability of implants, consumables, and other resources required for patient care. The incumbent shall act as a liaison between patients, doctors, administrative departments, and external agencies to ensure productive service delivery and high patient satisfaction.

Key Responsibilities

A. Billing Administration

- Supervise OPD, IPD and Emergency billing activities.
- Ensure accurate, timely and error-free patient billing.
- Resolve billing discrepancies and patient billing grievances.
- Coordinate with Finance for billing reconciliation.
- Monitor pending bills and facilitate timely discharge.
- Ensure compliance with hospital billing policies and applicable statutory guidelines.

B. Government Health Scheme Coordination

- Coordinate services under government healthcare schemes including:
- Ayushman Bharat PM-JAY
- Mahatma Jyotirao Phule Jan Arogya Yojana (MJPJAY)

- CGHS

- ECHS

- ESIC
- State Government schemes and other empanelled programs.
- Verify eligibility and documentation of beneficiaries.
- Coordinate approvals, pre-authorizations and package sanctions.
- Ensure adherence to package guidelines and documentation requirements.
- Monitor timely submission and settlement of claims.
- Liaise with scheme authorities for clarifications and issue resolution.

C. Surgical Coordination

- Coordinate with surgeons,



OT staff and nursing teams for scheduled surgeries.

- Ensure timely availability of:

- Implants

- Prostheses

- Surgical consumables

- Special equipment

- Blood products (where applicable)
- Coordinate with Purchase, Stores and Vendors for urgent procurement.
- Verify that required approvals under government schemes are obtained before surgery.
- Ensure all surgery-related documentation is complete before patient admission to OT.

D. Patient Coordination

- Serve as the primary administrative contact for patients and relatives.
- Explain treatment packages, billing procedures and government scheme benefits.
- Facilitate smooth admission, transfer and discharge processes.
- Address patient grievances promptly and escalate unresolved issues.
- Ensure a high level of patient satisfaction and service excellence.

E. Doctor Coordination

- Coordinate with consultants regarding:

- Treatment plans

- Package approvals

- Surgical scheduling

- Documentation requirements
- Ensure timely communication between doctors, administration and support departments.
- Facilitate administrative support for clinical services.

F. Interdepartmental Coordination

Coordinate effectively with

- Finance
- Billing
- Medical Records
- Pharmacy
- Stores
- Purchase
- Biomedical Engineering
- Operation Theatre
- Nursing Services
- Laboratory
- Radiology
- Blood Centre
- Quality Department

to ensure seamless patient care. G. Documentation & Compliance
- Maintain complete records related to billing, surgeries and government schemes.
- Ensure all statutory and scheme documentation is complete and audit-ready.
- Support NABH documentation requirements.
- Prepare daily,



weekly and monthly operational reports.
- Maintain confidentiality of patient information.

H. Inventory & Implant Management

- Monitor implant and high-value consumable requirements.
- Coordinate procurement and timely issue of implants.
- Verify implant utilization records and documentation.
- Ensure traceability records are maintained as per hospital policy.
- Coordinate with vendors for emergency requirements.

I. Quality & Patient Safety

- Ensure compliance with NABH standards related to patient services and billing.
- Participate in departmental quality initiatives.
- Assist during NABH assessments and internal audits.
- Monitor patient feedback and implement corrective actions where required.

Key Performance Indicators (KPIs)

- Billing accuracy (%)
- Average patient discharge turnaround time
- Number of billing disputes resolved
- Government scheme approval turnaround time
- Claim rejection rate
- Surgery postponements due to administrative reasons
- Implant availability before scheduled surgeries
- Patient satisfaction score
- Documentation compliance
- NABH audit observations related to the department

Required Qualifications

- MBA (Hospital Administration/Healthcare Management/Operations/HR) or MHA
- Bachelor's degree in Hospital Administration, Life Sciences or related discipline preferred.

Experience

- Minimum 7-12 years' experience in hospital administration.
- Experience in billing, patient services, government healthcare schemes and surgical coordination.
- Exposure to NABH-accredited hospitals is desirable.

Required Skills
- Hospital billing systems
- Government healthcare schemes (PM-JAY, MJPJAY, CGHS, ECHS, ESIC)
- Excellent communication and interpersonal skills
- Patient counselling
- Coordination and negotiation
- Documentation and reporting
- Problem-solving and decision-making
- MS Office and Hospital Information Systems (HIS)
- Time management and multitasking
- Team leadership and conflict resolution

📌 Administration Officer (Nagpur)
🏢 VSPM Academy of Higher Education
📍 Nagpur