Job Description

Purpose of the Role

The Receptionist & Admin Assistant serves as the first point of contact for all patients and visitors at the Medical Practice. The role ensures a seamless and professional front desk experience, efficient patient management, and accurate financial and administrative processes that support the smooth operation of the practice.

Key Responsibilities

1. Front Desk & Client Experience

Warmly welcome patients and visitors, ensuring a professional, friendly, and patient-centered atmosphere. Manage appointment scheduling, patient check-in and check-out processes. Maintain the reception area's cleanliness, order, and presentation at all times. Handle incoming calls, emails, and messages promptly and courteously. Assist walk-in patients with general inquiries and direct them appropriately.

2. Patient Management & Administration

Capture and update patient records accurately in the system before consultations. Verify patient details, medical aid membership, and ensure necessary documentation is completed. Track patient flow from arrival to consultation and billing. Ensure confidential handling of patient information in compliance with POPIA and practice policies. Prepare daily patient lists, monitor waiting times, and assist with queue management.

3. Billing, Payments & Reconciliation

Process payments accurately (cash, card, EFT, or medical aid). Allocate payments against correct patient accounts. Verify available medical aid funds before consultation to ensure sufficient coverage. Assist in resolving declined medical aid claims or shortfalls. Perform end-of-day cash-ups and payment reconciliation (petty cash, POS, and EFT). Submit reconciled reports to the Practice Manager and/or Doctor for review.

4. Account Management & Collections

Monitor outstanding accounts and follow up with patients for payments on overdue balances. Send payment reminders and manage accounts in arrears according to practice policy. Prepare monthly statements and update the accounts receivable register. Coordinate with external collection partners if applicable.

5. Office Administration & Support

Support the Practice Manager and medical staff with administrative tasks as needed. Maintain adequate stock of office and medical stationery, ensuring timely replenishment. File and archive documents according to policy for ease of retrieval and audit. Manage courier or laboratory sample collections and deliveries. Ensure office equipment (phones, printers, POS machines) are operational.

Key Competencies

Excellent communication and interpersonal skills. High level of professionalism and discretion. Strong attention to detail and accuracy. Sound numeracy and reconciliation ability. Ability to multitask and manage pressure in a busy environment. Customer service orientation with empathy and patience.

Requirements

Minimum Qualification:

Grade 12 (Matric).

Preferred Qualification:

Diploma or certificate in Office Administration / Medical Reception / Practice Management.

Experience:

At least 2 years' experience in a medical or healthcare administrative role. Experience with patient billing systems and medical aid verification.

Technical Skills:

Proficient in MS Office (Excel, Word, Outlook). Experience using medical practice management systems (e.g MedEDI, Practice Perfect)

Performance Indicators

Accuracy of patient data capture and billing entries. Efficiency and professionalism in front desk operations. Timely completion of end-of-day and month-end reconciliations. Collection rate on outstanding patient accounts. Patient satisfaction feedback and minimal complaints.
Job Types: Full-time, Part-time

Pay: R3500,00 - R6500,00 per month

Work Location: In person