Health Care Administrator / Receptionist

Key Recruitment; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading company in Cape Town seeks a Health Centre Administrator to manage front-office operations, ensuring excellent customer service and efficient administrative tasks. The role involves scheduling appointments, handling billing, and supporting a team of healthcare providers. A keen interest in health and fitness is essential, as the administrator will interact with clients and assist them appropriately.

Qualifications

• 1+ years in a medical receptionist or administrative role preferred.
• Knowledge of medical terminology, insurance processes, and HPCSA compliance.

Responsibilities

• Greet clients and visitors in a friendly, professional manner.
• Manage client schedules and ensure next treatment steps are communicated.
• Handle billing, create invoices, and ensure correct billing.

Skills

Communication

Interpersonal Skills

Multitasking

Time Management

Professionalism

Empathy

Education

High school diploma

Medical Office Assistant certification

Tools

EHR systems

Bookem

Job description

One of our clients based in the CBD, Cape Town is looking for a Health Centre Administrator / Receptionist to join their company. They offer physiotherapy, biokinetics, personal training, yoga, pilates, and massage services through a team-based approach. The therapists and teachers collaborate regularly to develop the best treatment approaches for injuries, pain issues, and sports improvement goals.

Qualifications & Skills :

• Education : High school diploma or equivalent (Medical Office Assistant certification a plus).
• Experience : 1+ years in a medical receptionist or administrative role (preferred).
• Technical Skills : Proficiency in EHR systems. We use Bookem.
• Soft Skills :
• Strong communication and interpersonal skills.
• Multitasking and time management abilities.
• Professionalism and empathy when dealing with clients.
• Other Requirements : Knowledge of medical terminology, insurance processes, and HPCSA compliance.
• Ability to work in a fast-paced clinical setting.
• May require standing for long periods and handling occasional stressful situations.

Job Summary

The Health Centre Administrator (HCA) is the first and last point of contact for patients and visitors at our clinic.

This role requires excellent customer service and organisational skills, and the ability to manage administrative tasks efficiently.

The receptionist ensures smooth front-office operations by scheduling appointments, managing patient visits and treatment plans, handling billing, and providing support to the team.

Additionally, this person is responsible for overseeing the tidiness of the clinic and organising repairs when necessary. The HCA is the only person in the centre who contacts every client and must ensure communication between the therapists runs smoothly.

A keen interest in health and fitness is necessary. Clients may ask for advice; while the HCA should not provide medical advice, they should understand telephone inquiries and help direct clients appropriately.

Key Responsibilities :

Client Interaction & Customer Service :

• Greet clients and visitors in a friendly, professional manner.
• Answer calls, emails, and WhatsApp messages, schedule appointments, and respond to inquiries.
• Oversee schedules, plan for repeat clients, and communicate schedule changes effectively.

Administrative Duties :

• Maintain the booking system.
• Manage client schedules and ensure next treatment steps are communicated prior to departure.
• Handle billing, create invoices, and ensure correct billing.

Clinic Support :

• Coordinate with healthcare providers.
• Manage office supplies and keep the reception area tidy.
• Assist with patient flow and notify staff of emergencies.
• Follow HPCSA guidelines to maintain patient confidentiality.