Medical Receptionist - Mossel Bay

Guardian Recruiting (Pty) Ltd; Mossel Bay; On-site; ZAR 134,000 - 201,000; Full time

Job summary

Guardian Recruiting (Pty) Ltd is seeking an organised front desk/administrative assistant to support a Pulmanologist based in Mossel Bay, starting Jan 2027.

Responsibilities include reception, diary management, patient communications, billing, and general office admin. The role requires bilingual English-Afrikaans, a driver’s license, and experience in a paperless environment.

This position offers an opportunity to contribute to a growing practice in a coastal town with a supportive team.

Qualifications

• Driver's license and own vehicle.
• Fully bilingual in English and Afrikaans.
• Experience working within a paperless environment.
• Strong computer literacy; exposure to Vericlaim.
• Available to commence on 1 January 2027.

Responsibilities

• Answer calls in a professional, courteous and efficient manner.
• Take messages and ensure they are actioned by relevant person.
• Maintain the issue logbook for messages and matters daily.
• Assist with phone, email or sms patient feedback from doctor.
• Manage the diary, book appointments, communicate billing policy.
• Prepare files for following day’s appointments.
• Welcome patients, communicate delays to manage expectations.
• Check and update patient details; capture new information.
• Open accounts and record information for new patients.
• Contact other doctors for notes/referral letters as needed.
• Obtain patient results and related correspondence.
• Provide information and forms for in-rooms procedures or hospitalization.
• Provide quotations for all patient procedures.
• Assist with authorisations, doctors’ reports, and letters.
• Keep track of pharmacy accounts and stock per Doctor.
• Bill patients, collect payments, write receipts, allocate payments.
• Ensure theatre billings completed within 48 hours.
• Liaise with the Bureau on patient queries and debt collection.
• Month end processing; daily banking to the doctor.
• Maintain petty cash and attendance register.
• Schedule admin-related appointments with doctor and service providers.
• Liaise with hospital IT, suppliers, and other contractors.
• Maintain supplier contracts and stock orders from various places.
• Support marketing initiatives; assist with all office admin tasks.
• Maintain the CPD register.

Skills

Customer service

Communication

Diary management

Data entry

Office software

Teamwork

Tools

Vericlaim

Job description

Provide support to a Pulmanologist / Specialist Physician who will be based in Mossel Bay and starting a practice in early 2027.

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 or to be hospitalised.

• 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.

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.

Qualifying criteria:

• Driver's license and own vehicle

• Fully bilingual in English and Afrikaans - non-negotiable

• Experience working within paperless environment

• Strong computer literacy - preferably exposure to Vericlaim

• Available to commence on 1 January 2027

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