Receptionist / Debtors Clerk Position

SEMLI; Pretoria; On-site; ZAR 180,000 - 250,000; Full time

Job summary

UP Clinical Services Pty Ltd in Pretoria is seeking a Receptionist / Debtors Clerk to be the first point of contact for patients and visitors. You will handle reception, patient administration, billing, and debtors with professionalism and discretion.

Reporting to The Operations Co-Ordinator, the role requires accuracy, confidentiality, and the ability to manage sensitive information while coordinating appointments, processing payments, and preparing debtor reports.

Qualifications

• Grade 12 / Matric is required.
• At least three years’ relevant experience in reception, administration, or debtors.
• Practical experience in debtors and financial administration.
• Strong numerical ability, administrative accuracy, and attention to detail.
• Excellent written and verbal communication skills.
• Computer literacy, including Microsoft Office; experience with a practice management system would be advantageous.
• A professional, reliable, and patient-focused approach, with sound judgment and the ability to work independently.
• Previous experience in a medical practice or healthcare environment would be advantageous.
• Experience with accounts, medical aids, or medical-practice administration would be advantageous.

Responsibilities

• Welcome patients and visitors and provide a professional and courteous reception service
• Answer incoming calls, assist with general enquiries, take messages, and schedule appointments for clinicians
• Assist patients with the completion of required documentation
• Prepare and maintain patient files and ensure that all relevant documentation is available for the clinician
• Capture and update patient information accurately on the practice management system
• Notify clinicians of patient arrivals, new appointments, and diary changes throughout the day
• Coordinate appointments for special investigations and external referrals
• Request reports and test results from external service providers and assist with relevant appointment authorisations
• Bill patient accounts accurately on the practice management system
• Process card payments and allocate payments to the correct patient accounts
• Email patient accounts and statements and respond to account-related enquiries
• Monitor outstanding accounts and follow up with debtors professionally by telephone and email
• Maintain accurate records of debtor communications, payment arrangements, and follow-up actions
• Prepare weekly financial and debtors reports for submission to the relevant financial personnel
• Assist with account reconciliations and prepare supporting documents for handover to debt collectors where required
• Provide general administrative support, including filing, scanning, printing, and preparing patient records for upcoming appointments
• Maintain strict confidentiality regarding patient, medical, and financial information
• Maintain an organised, professional, and welcoming practice environment

Skills

Strong numerical ability

Administrative accuracy

Attention to detail

Excellent communication skills

Microsoft Office

Education

Grade 12 / Matric

Tools

Practice management system

Job description

UP Clinical Services Pty Ltd is seeking an experienced, professional, and patient-focused Receptionist / Debtors Clerk to join its medical practice. The successful candidate will be the first point of contact for patients and visitors and will provide accurate, efficient support across reception, patient administration, billing, and debtors.

The role requires a reliable and well-organised individual who can manage sensitive patient and financial information, communicate professionally with patients, and follow up outstanding accounts consistently.

Location: University of Pretoria Clinical Services Pty (Ltd) at SEMLI (Sport, Exercise Medicine and Lifestyle Institute, Hillcrest Campus, University of Pretoria)

Position type: Full-time

Reporting to: The Operations Co-Ordinator

Key Responsibilities

• Welcome patients and visitors and provide a professional and courteous reception service
• Answer incoming calls, assist with general enquiries, take messages, and schedule appointments for clinicians
• Assist patients with the completion of required documentation
• Prepare and maintain patient files and ensure that all relevant documentation is available for the clinician
• Capture and update patient information accurately on the practice management system
• Notify clinicians of patient arrivals, new appointments, and diary changes throughout the day
• Coordinate appointments for special investigations and external referrals
• Request reports and test results from external service providers and assist with relevant appointment authorisations
• Bill patient accounts accurately on the practice management system
• Process card payments and allocate payments to the correct patient accounts
• Email patient accounts and statements and respond to account-related enquiries
• Monitor outstanding accounts and follow up with debtors professionally by telephone and email
• Maintain accurate records of debtor communications, payment arrangements, and follow-up actions
• Prepare weekly financial and debtors reports for submission to the relevant financial personnel
• Assist with account reconciliations and prepare supporting documents for handover to debt collectors where required

3. General Practice Administration

• Provide general administrative support, including filing, scanning, printing, and preparing patient records for upcoming appointments
• Maintain strict confidentiality regarding patient, medical, and financial information
• Maintain an organised, professional, and welcoming practice environment
• Grade 12 / Matric
• At least three years’ relevant experience in reception, administration, or debtors
• Practical experience in debtors and financial administration
• Strong numerical ability, administrative accuracy, and attention to detail
• Excellent written and verbal communication skills
• Computer literacy, including Microsoft Office; experience with a practice management system would be advantageous
• A professional, reliable, and patient-focused approach, with sound judgment and the ability to work independently
• Previous experience in a medical practice or healthcare environment would be advantageous
• Experience with accounts, medical aids, or medical-practice administration would be advantageous

What We Offer

• A full-time position within a respected clinical services organisation
• Exposure to a multidisciplinary healthcare and sport science environment
• A professional and supportive working environment

Only shortlisted candidates will be contacted.