Medical Front Desk Specialist | Patient Care & Admin

Guardian Recruiting (Pty) Ltd; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Guardian Recruiting (Pty) Ltd seeks a capable admin receptionist to support a physician starting practice in early 2027. You will handle calls, messages, diary management, patient intake, billing basics, and file preparation for daily appointments. The role requires a driver’s license, own vehicle, and fluency in English and Afrikaans.

You will coordinate with doctors, manage records, assist with referrals, and support with lab results and in-room procedures. A strong admin focus is essential.

Qualifications

• Driver's license and own vehicle.
• Fully bilingual in English and Afrikaans.
• Strong computer literacy - exposure to GoodX or similar.

Responsibilities

• Answering all calls in a professional, courteous and efficient manner.
• Take messages and ensure they are actioned by the relevant person.
• Maintain the issue logbook for all messages and matters daily.
• 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 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 for in-rooms procedures or hospitalisation.
• Providing quotations for all patient procedures.
• Assist patients with authorisations.
• 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) and 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 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.

Skills

Driver's license

Bilingual English & Afrikaans

Computer literacy

Tools

GoodX

Job description

Guardian Recruiting (Pty) Ltd seeks a capable admin receptionist to support a physician starting practice in early 2027. You will handle calls, messages, diary management, patient intake, billing basics, and file preparation for daily appointments. The role requires a driver’s license, own vehicle, and fluency in English and Afrikaans.

You will coordinate with doctors, manage records, assist with referrals, and support with lab results and in-room procedures. A strong admin focus is essential.