Head of Administration

Aspen Medical; Depok; On-site; IDR 500,000,000 - 900,000,000; Full time

Job summary

Aspen Medical in Depok seeks a senior Hospital Administrator to lead administration and revenue cycle operations. You will ensure efficient administrative services, accurate billing and claims management, and robust document control in line with corporate policies.

The role focuses on regulatory compliance, internal controls, and effective executive support to the Hospital Director, with strong cross-functional collaboration.

Qualifications

• Bachelor’s degree or higher in a relevant field.
• Minimum 5–7 years in hospital administration, revenue cycle, or healthcare ops.
• Minimum 2–3 years of managerial/supervisory experience.
• Strong understanding of billing, insurance claims, BPJS Kesehatan, and revenue cycle.
• Experience with HIS, billing systems, and ERP applications.

Responsibilities

• Lead hospital administration to ensure efficient operations.
• Oversee end-to-end revenue cycle: outpatient/inpatient billing and insurance claims.
• Establish and maintain document control for admin and operations.
• Provide executive support to Hospital Director and coordinate meetings.
• Coordinate with local authorities, regulatory bodies and external stakeholders.
• Manage staffing and performance, set KPIs and implement SOPs.
• Drive continuous improvement in billing efficiency and revenue collection.

Skills

Leadership

Stakeholder management

Analytical thinking

Education

Bachelor’s degree in Business Administration/Finance/Accounting/Hospital Administration

Tools

HIS

Billing systems

ERP applications

Job description

Position Overview

To lead and oversee hospital administration and revenue cycle operations, ensuring effective administrative services, efficient billing and collection processes, accurate insurance claims management, and proper administrative and document control.

The position is responsible for ensuring that hospital administrative and revenue cycle activities operate effectively, supporting the hospital's operational efficiency, revenue performance, regulatory compliance, and financial sustainability, in alignment with corporate policies and financial controls.

Key Outcomes

1. Hospital administrative operations run efficiently, with timely administrative support and effective coordination across departments.
2. OP and IP billing, insurance claims, and revenue cycle processes are accurate, complete, timely, and effective in supporting hospital revenue collection.
3. Revenue leakage is minimized, billing discrepancies are resolved, and appropriate internal controls are maintained throughout the revenue cycle.
4. Hospital policies, procedures, SOPs, and administrative documents are properly controlled, updated, accessible, and available for regulatory and accreditation requirements.
5. The Hospital Director receives timely administrative support, management documentation, meeting coordination, and follow-up of management decisions.
6. Administrative coordination with local authorities, regulatory bodies, and external stakeholders is conducted effectively and in a timely manner.
7. Administrative and revenue cycle teams are adequately staffed, competent, productive, and accountable for their respective performance targets.

Primary Duties and Responsibilities

A. Hospital Administration Management

• Lead and oversee the overall hospital administration function to ensure effective and efficient administrative operations.
• Develop, implement, and maintain administrative policies, procedures, and SOPs.
• Oversee general administrative services, including office administration, correspondence, filing systems, office supplies, and administrative support.
• Ensure effective administrative coordination across hospital departments.
• Coordinate administrative requirements related to hospital operations, meetings, events, and official activities.
• Monitor administrative service performance and identify opportunities for improvement.
• Ensure effective utilization of administrative resources and manpower.
• Ensure administrative activities comply with company policies and applicable regulations.

B. Revenue Cycle Management

• Lead and oversee the hospital's end-to-end revenue cycle operations, covering outpatient billing, inpatient billing, and insurance claims management.
• Ensure accurate, complete, and timely billing for all hospital services.
• Oversee the billing process to ensure charges are properly captured, validated, and recorded.
• Ensure completeness of supporting documentation required for billing and insurance claims.
• Monitor insurance and BPJS Kesehatan claim submissions, processing, follow-ups, and collection.
• Monitor claim rejections, pending claims, outstanding receivables, and collection performance.
• Identify revenue leakage, billing discrepancies, and process inefficiencies, and implement corrective actions.
• Establish effective coordination with Medical Services, Nursing, Medical Records, and other relevant departments to resolve billing and claims issues.
• Monitor revenue cycle performance through relevant KPIs, including billing accuracy, claim submission timeliness, claim rejection rates, and outstanding receivables.
• Ensure revenue cycle processes comply with corporate financial policies, payer agreements, and applicable regulatory requirements.
• Lead continuous improvement initiatives to optimize billing efficiency and revenue collection.

C. Document Control Management

• Establish and maintain an effective document control system for hospital administrative and operational documents.
• Ensure proper document registration, classification, numbering, version control, distribution, storage, and archiving.
• Coordinate with department heads to ensure policies, procedures, SOPs, work instructions, and forms are properly maintained and updated.
• Monitor document review and approval schedules to ensure documents remain current and valid.
• Ensure obsolete documents are withdrawn and appropriately controlled.
• Maintain a centralized document register and document distribution records.
• Ensure proper handling and confidentiality of company and hospital documents.
• Support document preparation and availability for hospital licensing, accreditation, regulatory inspections, and audits.

D. Executive Support & Local Coordination

• Provide administrative and executive support to the Hospital Director.
• Coordinate management meetings, prepare agendas, presentations, minutes of meetings, and action trackers.
• Monitor follow-up of management decisions and ensure timely coordination with relevant departments.
• Coordinate official correspondence, reports, and management documentation.
• Facilitate communication between the Hospital Director, department heads, corporate office, and external stakeholders.
• Coordinate administrative matters with local government authorities, regulatory bodies, and relevant external institutions, as assigned.
• Facilitate administrative coordination related to hospital licensing, permits, regulatory submissions, and official correspondence.
• Coordinate external visits, inspections, and institutional engagements.
• Maintain effective relationships with local stakeholders and relevant institutions.

E. Financial Coordination & Internal Controls

• Coordinate with the Corporate Finance Team to ensure hospital revenue cycle activities comply with corporate financial policies, standards, and procedures.
• Ensure appropriate internal controls and segregation of duties within revenue cycle operations.
• Coordinate with the Cashier & Treasury Supervisor and Accounting Supervisor on billing reconciliation, collection discrepancies, and outstanding receivables.
• Ensure appropriate monitoring and reporting of hospital revenue cycle performance.
• Coordinate the resolution of financial and administrative discrepancies with relevant stakeholders.
• Support financial audits and internal control reviews related to revenue cycle activities.
• Escalate significant revenue risks, irregularities, and operational issues to the Hospital Director and Corporate Finance Team.

F. People Management & Operational Excellence

• Lead, supervise, and develop the Hospital Administration and Revenue Cycle teams.
• Provide direction and guidance to the Revenue Cycle Supervisor and administrative personnel.
• Establish departmental objectives, KPIs, work plans, and performance standards.
• Ensure adequate manpower allocation and workload distribution.
• Conduct performance evaluations, coaching, and competency development.
• Develop and implement SOPs and process improvement initiatives.
• Promote collaboration, accountability, and service excellence across the teams.

Selection Criteria

Essential

• Bachelor's degree in Business Administration, Finance, Accounting, Hospital Administration, or a related field.
• Minimum 5–7 years of relevant experience in hospital administration, revenue cycle, or healthcare operations.
• Minimum 2–3 years of managerial or supervisory experience.
• Strong understanding of hospital billing, insurance claims, BPJS Kesehatan, and revenue cycle processes.
• Experience in hospital administrative operations and document control.
• Knowledge of Indonesian healthcare regulations and hospital licensing requirements.
• Familiarity with Hospital Information Systems (HIS), billing systems, and ERP applications.
• Strong leadership, analytical, and stakeholder management capabilities.
• Willing to be located in Depok, West Java