Admission and Discharge Officer

Valley Hospital is a leading Level 4 hospital in Nakuru City offering both inpatient and outpatient services.

Valley Hospital, a prominent Level 4 hospital in Nakuru City providing both inpatient and outpatient services, is looking for an Admissions & Discharge Officer to join its Finance Department. This role involves ensuring efficient and accurate patient admissions and discharges, coordinating with clinical and administrative staff, managing patient records and insurance approvals, and providing professional, empathetic customer service.

1. Process patient admissions and discharges promptly, verifying personal, clinical, and insurance details, and ensuring complete documentation and finalized billing.
2. Clearly explain admission and discharge procedures, payor arrangements, and Social Health Authority (SHA) rebates to patients and their families.
3. Coordinate with clinical teams to ensure treatment plans, discharge summaries, and prescriptions are complete, and communicate discharge instructions and next steps.
4. Obtain timely insurance authorizations, submit supporting documentation, and reconcile closed patient invoices before claims submission.
5. Maintain accurate, secure, and retrievable patient records, updating admission, discharge, and billing information in hospital information systems.
6. Adhere to hospital policies, confidentiality requirements, data protection regulations, and documentation standards.
7. Respond empathetically to patient and family inquiries, explain rights and responsibilities, resolve service concerns, and escalate complex cases.
8. Liaise with clinical teams, client services, insurers, and other stakeholders to support smooth patient journeys.
9. Monitor admission forms and essential materials, support the orientation and training of new or junior staff, and contribute to audits, quality reviews, and workflow improvements.
10. Perform other duties as assigned by the line supervisor.

1. Hold a Diploma in Records Management, Health Records, or a related field.
2. Possess a minimum of three (3) years of experience in a similar role within an organization of comparable size.
3. Be proficient in electronic health records and hospital management systems.
4. Have knowledge of admission and discharge procedures and insurance claims processes.
5. Demonstrate strong patient record management and reporting skills, with a focus on accuracy and compliance.
6. Exhibit empathy and responsiveness to patient and family needs.
7. Possess clear, professional communication skills for interacting with patients, colleagues, and external stakeholders.