Front Office Administrator (Medical practice)

SUMMARY:
A Specialist is currently looking for a dynamic, self-motivated and suitably experienced individual to assist him in supporting the administrative aspects of his practice.

POSITION INFO:
Duties will include but are not limited to:

Reception:

• Answering of all calls in a professional, courteous and efficient manner.
• Take messages and ensure they are actioned by relevant person.
• Maintain the issue logbook for all messages and matters that arise on a daily basis.
• Assist with phone, email or sms patients with feedback from doctor regarding messages left.
• Assist with managing the diary – booking patient appointments, communicate billing policy to all new patients.
• Assist with preparing all files for following day’s appointments.
• Welcome patients arriving in a friendly and professional manner, communicate time delays to manage client expectations.
• Assist with checking that all patient details on file are still up to date and obtain new details if relevant.
• Open accounts and capture all relevant information accurately on system for new patients.
• Assist with contacting other doctors to obtain notes and referral letters if needed for a patient’s visit.
• Assist with obtaining patient results and related correspondence (lab results, radiology etc).
• Ensuring patients get the relevant information and forms needed when they need to have an in-rooms procedure, an operation and to be hospitalised.
• Providing quotations for all patient procedures.
• Prepare the theatre list bookings and pre-authorisations.
• Assist with arranging the Anaesthetist and Assistant for surgeries.
• Ensure all clinical notes are captured on the patient files post-surgery.
• Keeping track of Assistant fees and payments made to them.
• Keeping track of cases where the doctor has assisted in surgeries.
• Assist with doctors’ reports, thank you letters (where necessary).
• Keeping track of pharmacy accounts and stock per Doctor.

• Bill patients accordingly and collect payment where necessary.

• Accept money (cash or card) write receipts.
• Allocate patient payments.

• Ensure all theatre billings have been completed by the doctor within 48 hours.

• Liaise with the Bureau on patient related queries and assist with debt collection.
• Month end processing.
• Daily banking given to the doctor.
• Maintain Petty Cash.
• Maintain attendance register.

• Schedule all admin related appointments with the doctor and the various service providers

• Liaise with contractors such as hospital technical department, IT specialists, Suppliers etc.
• Maintain all supplier contracts and agreements.
• Ordering stock from various places: pharmacies, stationers etc
• Support of various marketing initiatives.

• Assist the doctor with all office admin related tasks.

• Maintaining the CPD register.

• Proven experience in medical administration within private practice
• Fluency in English and Afrikaans a pre-requisite of employment (Setswana advantageous)
• Driver's license and own vehicle
• High attention to detail
• Sound computer literacy
• Good numeracy
• Emotional maturity