Patient Administrator- Somerset West-Stellenbosch

Stethoscope SA; Stellenbosch; On-site; ZAR 167,400 - 223,200; Full time

Job summary

Stethoscope SA in Stellenbosch is looking for a proactive Medical Receptionist to serve as the first point of contact for patients and healthcare professionals. This role emphasizes exceptional customer service while efficiently managing appointments and supporting front desk operations.

The ideal candidate has a Grade 12 qualification, a diploma in administration, and 2-4 years of relevant experience in the healthcare sector. Proficiency in Microsoft Office and strong communication skills in English and Afrikaans are essential.

Qualifications

• Minimum of 2–4 years hospital/healthcare industry experience.
• Proven track record in quality and customer service.
• Basic knowledge of ICD and CPT coding.

Responsibilities

• Greet and assist patients, answering inquiries with professionalism.
• Coordinate and schedule patient appointments efficiently.
• Maintain patient records while ensuring confidentiality.
• Assist with patient billing and payments.

Skills

Customer service

Administration

Problem Solving

Attention to detail

Communication skills (English and Afrikaans)

Education

Grade 12 or equivalent qualification

National Diploma or relevant NQF 6 qualification

Tools

Microsoft Office

GoodX

Job description

The Medical Receptionist serves as the first point of contact for patients, visitors, and healthcare professionals in a medical facility. This pivotal role combines exceptional customer service skills with administrative competence to create a welcoming and organised environment. The Medical Receptionist is responsible for managing appointments, handling patient inquiries, maintaining accurate records, and supporting the smooth functioning of the front desk operations.

The team member will be required to work with integrated systems and software across functions. Experience on programmes like GoodX will be advantageous.

Non‑Negotiable Requirements

• Candidate must have their own transport.
• Must be a non‑smoker.
• Must live in the Somerset West or Stellenbosch area or surrounding areas.

Key Responsibilities

• Patient Communication: Greet patients and visitors warmly, answer phone calls, and respond to inquiries with professionalism, empathy, and accurate information. Provide efficient and professional telephone services.
• Appointment Scheduling: Coordinate and schedule patient appointments, procedures, and consultations, optimising the healthcare provider’s calendar and patient flow.
• Check‑In and Check‑Out: Ensure efficient patient check‑in and check‑out processes, verify insurance information, and collect necessary paperwork. Assist patients in completing appropriate forms and documents. Keep the reception area neat and tidy.
• Patient Records: Maintain electronic and paper records accurately, update patient information, and safeguard patient confidentiality in compliance with privacy regulations and the POPPI Act.
• Billing and Payments: Assist with processing patient billing and payments, answer billing‑related queries, and provide patients with information on financial policies. Compile, quality‑check, and process daily billing, resolve billing queries proactively, and prepare billing reports. Perform month‑end processing and financial administration tasks to ensure accurate stock control and revenue assurance.
• Waiting Area Management: Keep the waiting area organised, comfortable, and clean, ensuring patients feel at ease while awaiting appointments.
• Interdepartmental Coordination: Collaborate with medical staff, nurses, and other departments to ensure smooth communication and patient handoffs. Work closely with the team to enhance quality management.
• Supply Management: Manage inventory of office supplies, forms, and informational materials, reordering as needed to maintain efficient front desk operations.
• Problem Solving: Handle patient concerns, complaints, and conflicts with a positive attitude, seeking appropriate resolutions while maintaining a professional demeanour. Manage the risk for the practice by adhering to all related protocols.
• Administrative Support: Provide general administrative support to medical staff, including managing paperwork, faxing, scanning, and data entry.

Qualifications & Experience

• Grade 12 or equivalent NQF level 4 qualification.
• A National Diploma or relevant NQF 6 qualification in Administration will be advantageous.
• A minimum of 2–4 years hospital/healthcare industry experience.
• Billing background would be beneficial.
• Basic working knowledge of ICD and CPT coding.
• Knowledge of medical aid rules, limits, and processes.
• Proven track record and dedication to quality and superior customer service.
• Knowledge of alternative reimbursement tariffs essential.
• Strong systems knowledge and proficiency in business processes, compliance, and governance.
• Relevant computer proficiency (Microsoft Office).
• Good command of English and Afrikaans, written and oral.
• Additional language skills would be advantageous.
• Good verbal, written and interpersonal communication skills in English and Afrikaans.
• Ability to work well under pressure and maintain effectiveness during changing conditions.
• Ability to work effectively and cooperatively with others by establishing and maintaining good working relationships with co‑workers, stakeholders, and clients.
• Excellent planning, organising and control skills are essential.
• Must be customer‑care oriented.
• Must be able to use initiative to overcome day‑to‑day operational roadblocks (e.g., systems down).
• Attention to detail and accuracy.
• High level of professionalism.
• High level of logical thinking.
• Ability to meet deadlines and be deadline‑driven.
• Resilience.
• Influencing.
• Drive and energy.
• Excellence orientation.
• Ethical behaviour and honesty.

Additional Essential Criteria

• Professional flexibility in working hours while supporting daily business hours.
• Will interact with internal and external stakeholders through several different means.
• In the event of any physical or psychological limitation that may impair the employee’s ability to perform the required job function, the employee must consult the employer for reasonable accommodation.