Job Description

Main purpose of the job:

• The Medical Secretary serves as Restonic - Ezintsha Sleep Clinic's first point of contact and is, therefore, an important frontline person who needs to project an excellent image of the organization
• The Medical Secretary should be presentable, deal with stakeholders and customers (both internal and external) politely and in a friendly manner, approachable and informative
• The Medical Secretary is also expected to assist with other business support duties, including but not limited to, event planning, administration as directed by the line manager

Location:

• Parktown - Johannesburg

Key performance areas:

• Answer phone calls promptly
• Managing Waiting Area: Keeping the waiting area clean, organized, and comfortable for patients and visitors
• Answering Calls: Handling phone calls, addressing inquiries, and providing information about the clinic's services, operating hours, and directions
• Check-In and Check-Out: Assisting patients with the check-in process, verifying insurance information, and facilitating the check-out process after appointments
• Keep the reception area tidy
• Greet and welcome patients, visitors, and stakeholders
• Respond to any ad hoc telephonic or walk-in inquiries
• Direct visitors to relevant department/person
• Manage bookings of meeting venues
• Sending and receiving internal mail and mail packages
• Sending and receiving couriered documents/packages
• Receiving deliveries
• Make tea or coffee for meetings, stakeholders, and guests
• Appointment Scheduling: Manage patient appointments, rescheduling, and cancellations This involves coordinating with medical staff and researchers to ensure efficient scheduling
• Ensure the coffee/tea station is clean and in working order
• Patient Registration: Collecting and entering patient information accurately into the clinic's electronic medical records (EMR) system or GoodX system
• Billing and Payments: Coordinating with the billing department to process payments, issue invoices, assist patients with billing-related inquiries, and liaise with medical aid groups
• Ensure the telephone list on the intranet is up to date
• Maintaining Records: Keeping patient records organized, confidential, and compliant with privacy regulations and data privacy policies
• Updating monthly spreadsheets/reports as required
• Photocopying and printing bulk copies
• Binding and laminating documents
• Ordering stationery/office consumables
• Obtain quotes when required
• Assist with arranging and setting up of events/functions
• Assist with other business support duties when requested by line manager
• Order kitchen consumables including coffee, tea, and water
• Assist with monitoring the facility and report issues to the Divisional Manager
• Order and issue access cards and codes
• Monitor the CCVT and report security breaches to the Divisional Manager
• Order bathroom and toilet essentials

Required minimum education and training:

• Grade 12
• Certificate in Medical Secretary or equivalent
• Medical Secretary experience would be advantageous

Required minimum work experience:

• 1 - 2 years experience in a Medical or Research environment

Desirable additional education, work experience, and personal abilities:

• Certificate or Diploma in Public Relations
• Experience working in a medical or research environment
• Exceptional organizational and administrative skills with working knowledge of Microsoft Office
• Able to maintain confidentiality, tact, and professionalism at all times
• Able to exercise discretion, high levels of initiative and independent decision-making
• Must be confident and adaptable
• Self-motivated, able to work independently and work as part of a multidisciplinary team

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 20 September 2023.
• Note AJ Personnel is fully POPI compliant.
• Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

Please note:

• AJ PERSONNEL is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.
• AJ Personnel does not have any salary or other information regarding the position.

Apply

Company Description

Ezintsha is a group of South African academics and health professionals who work with partners around the world. They apply new technology to health-related problems and work to extend access to effective drugs so that quality health care and medicine are available to everyone. Ezintsha is a newly formed sub-division of Wits Health Consortium, which is part of the University of the Witwatersrand, based in Johannesburg, South Africa.

AJ Personnel