Practice Manager – Specialist Paediatric Medical Practice

Staffwise; Cape Town; On-site; ZAR 279,000 - 446,000; Full time

Job summary

Dr Raphaela is a paediatric practice in the Cape Town CBD seeking a capable Practice Manager to run the front office and admin operations. You will coordinate the diary, billing and medical aid claims, and handle correspondence, stock and compliance to support the doctor and families.

The role requires strong organisational skills, discretion with confidential information and the ability to work with families, schools and healthcare professionals in a busy clinical setting.

Qualifications

• Matric or equivalent is essential.
• 3+ years in medical reception or practice management.
• Knowledge of SA medical aid billing, ICD-10 and tariffs.
• Experience with Bookem or similar PM software advantageous.
• Excellent written and verbal English; Afrikaans/isiXhosa advantageous.
• Discreet with confidential medical, personal and financial information.

Responsibilities

• Diary and scheduling management for the doctor.
• Handle patient liaison, billing and medical aid claims.
• Prepare correspondence and coordinate paperwork with healthcare professionals, schools and hospitals.
• Manage complaints professionally and escalate as needed.
• Maintain accurate records and POPIA compliance.
• Oversee practice inventory and procurement.
• Support additional administrative staff and provide relief as needed.

Skills

Medical reception

Practice management

Medical billing

POPIA compliance

Bookem proficiency

English proficiency

Afrikaans/isiXhosa advantage

Education

Matric or equivalent

Admin qualification

Tools

Bookem

Microsoft Office

Google Workspace

Job description

About The Organisation And The Role

Dr Raphaela is a specialist paediatric practice in the Cape Town CBD focused on neurodevelopmental medicine. The practice supports children and adolescents with developmental, learning, attention, behavioural and related needs, working closely with their families, schools and allied healthcare teams.

Full-time, Permanent, Work

Cape Town

Posted 5 days ago

Dr Raphaela is looking for a warm, capable and highly organised Practice Manager to run the day-to-day front office and administrative operations of the practice and act as the doctor’s right hand. This is a broad, hands-on role combining sensitive patient liaison with diary management, billing and medical aid claims, practice correspondence, stock and compliance, clinical support and personal assistance to the doctor.

Main Duties & Responsibilities

• Diary and scheduling management
• Manage the doctor’s clinical and wider diary, scheduling the correct appointment types and protecting time for reports and other commitments.
• Confirm appointments and ensure that forms, consent and supporting documents are received beforehand.
• Triage requests and act as gatekeeper for the doctor’s time, maintaining clear and respectful boundaries.
• Manage cancellations, no-shows, referrals, waiting lists and follow-up appointments in line with practice policy.
• Patient communication and frontline coordination
• Act as the first point of contact and create a warm, calm experience for families, including neurodiverse children and adolescents.
• Manage calls, inboxes, messages, routine queries and patient check-ins promptly, escalating clinical matters to the doctor.
• Handle feedback and difficult conversations professionally, including occasional after-hours monitoring of the practice phone.
• Prepare correspondence and coordinate paperwork with healthcare professionals, schools and hospitals.
• Respond to feedback, complaints and difficult conversations professionally, escalating concerns and supporting agreed improvements.
• Clinical administrative and records management
• Maintain accurate Bookem records, including patient, contact, medical aid, booking and payment information.
• Gather and securely file referral, school, therapy and assessment documents in line with POPIA, HPCSA and practice requirements.
• Assist with minor clinical procedures within the candidate’s training and authorised scope, supporting children and families with care.
• Manage specimens and results accurately, flag urgent findings and communicate with families as directed.
• Billing and financial admin
• Process payments, invoices and receipts, applying the correct ICD-10 and tariff codes with the doctor.
• Submit and follow up medical aid claims, queries, rejections and pre-authorisations.
• Monitor outstanding accounts and liaise with the billing bureau and debt-collection service when required.
• Complete reconciliations, petty-cash records, supplier payments and monthly practice reports for the doctor and accountant.
• Practice and inventory management
• Keep the consulting and front-office areas organised, stocked and ready, monitoring supplies and expiry dates.
• Manage suppliers and service providers, including the laboratory, medical waste, IT, cleaning and maintenance providers.
• Ensure equipment, emergency supplies, infection control and medical-waste processes meet practice requirements.
• Track registrations, insurance and contract renewals, and support Bookem queries and workflow improvements.
• Teamwork and accountability
• Work closely with the doctor and healthcare team, communicating clearly about priorities, follow-ups and concerns.
• Take ownership of responsibilities and maintain high standards of accuracy, reliability and professionalism.
• Train and support additional administrative staff as the practice grows, and suggest practical service and workflow improvements.
• Provide general personal assistance and reasonable errands for the doctor, handling all matters with strict discretion.

Required Skills & Experience

The ideal applicant will have the following competencies:

• Work experience and industry exposure
• Matric or an equivalent is essential.
• At least 3 years’ relevant experience in medical reception, medical practice management or medical billing is essential.
• Working knowledge of South African medical aid billing, ICD-10 and tariff coding, claims, authorisations, reconciliations, debtors and basic practice reporting.
• Paediatric or specialist-practice experience, Bookem proficiency, or a relevant administration, phlebotomy, nursing or Basic Life Support qualification would be advantageous.
• Experience with Bookem or similar practice management software advantageous.
• Strong Communication and Interpersonal skills
• Excellent written and verbal English, with Afrikaans and/or isiXhosa advantageous.
• A warm, empathetic and patient manner, with the ability to build rapport with children and families, including neurodiverse children, while maintaining clear boundaries.
• A calm, professional approach to complaints and emotionally charged situations, with strong liaison skills across families, schools, healthcare professionals and service providers.
• Discreet with the judgement to handle confidential medical, personal and financial information appropriately.
• Excellent Administration and Organisational Skills
• Highly organised, meticulous and systems-oriented
• Strong time management skills with the ability to manage multiple priorities
• High level of accuracy and attention to detail
• Proactive, self-managed and able to work independently while maintaining team communication
• Strong digital literacy across Microsoft Office, Google Workspace and practice systems, with accurate record keeping and reporting skills.
• Specific Requirements
• Working knowledge of POPIA as it applies to patient information
• A valid driver’s licence and own reliable transport.
• Willingness to learn the practice’s approved clinical-support processes.
• Punctual, dependable and professional, with a strong sense of ownership and flexibility for occasional after-hours monitoring of the practice cell phone or urgent practice requirements.

Job Features

• Job Category Admin, Office & Support, Health & Wellness, Medical & Health
• Location: Bree Street, Cape Town
• Reporting to: Dr Raphaela
• Nature of contract: Permanent
• Hours of work: 8am – 5pm
• Salary range: Market related, commensurate with skill & experience
• Closing date for applications: 29 September 2026