Front Office Administrator

Guardian Recruiting (Pty) Ltd; Stellenbosch; On-site; ZAR 167,000 - 212,000; Full time

Job summary

Guardian Recruiting (Pty) Ltd is seeking a skilled Medical Receptionist for a busy private practice in Stellenbosch. You will handle calls, messages, diary management, patient check-in, and preliminary admin tasks with professionalism.

You will also manage accounts, quotations for procedures, and coordinate with doctors, labs, and patients to ensure smooth service. Requirements include at least 2 years in medical admin, bilingual English/Afrikaans, and Grade 12.

Qualifications

• 2 years' experience in a medical practice in admin or receptionist role
• Sound computer skills; MAC/Apple experience advantageous
• Grade 12; bilingual in English and Afrikaans; driver's license preferred

Responsibilities

• Answer calls in a professional, courteous manner
• Take messages and ensure action
• Maintain daily issue logbook
• Assist with phone/email/SMS communications with patients
• Manage the diary and book appointments
• Prepare files for next-day appointments
• Welcome patients and communicate delays
• Verify and update patient details in the system
• Open accounts and record patient information accurately
• Coordinate with doctors for notes/referrals
• Obtain test results and related correspondence
• Provide quotations for procedures
• Arrange theatre bookings and pre-authorisations
• Assist with arranging anaesthetist and assistant for surgeries
• Capture clinical notes post-surgery
• Track assistant fees and doctor involvement
• Handle doctor reports and correspondence
• Manage pharmacy accounts and stock per doctor

Skills

Phone etiquette

Bilingual English/Afrikaans

Customer service

MAC/Apple experience

Education

Grade 12

Tools

MAC/Apple

Job description

A Specialist within a busy private practice requires the skills and previous experience of a Medical Receptionist. Role responsibilities 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.

Accounts:

• 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.

General:

• 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.

Key requirements:

• Minimum of 2 years' experience within a medical practice within an administrative or receptionist capacity

• Sound computer skills (exposure to working with MAC/Apple highly advantageous)

• Grade 12 is a minimum requirement

• Fully bilingual in English and Afrikaans

• Driver's license and own vehicle preferred

Kindly note that by submitting your application for this career opportunity, you agree that Guardian Recruiting may use your application for the purpose of the recruitment and selection of the said position, and thisinformation may be shared with the relevant stakeholders in the business.

Please note that only short-listed candidates will be contacted.

Should you not have heard back within a two-week period, please assume that your application was unsuccessful.

All job postings are in accordance with our Client's BEE requirements. Please only send certificates when requested to do so.