Patient Administrator- Somerset West-Stellenbosch

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.

• Candidate must have their own transport.
• Must be a non-smoker.
• Must live in the Somerset West/Stellenbosch area or surrounds.

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 to accurately complete appropriate forms and documents for the required information. Ensure that the reception area is always neat and tidy.

• Patient Records: Maintain electronic and paper records accurately, update patient information, and safeguard patient confidentiality in compliance with privacy regulations. Assist patients to accurately complete appropriate forms and documents for the required information. Ensure patient confidentiality at all times in line with protocol & Poppi Act.

• Billing and Payments: Assist with processing patient billing and payments, answer billing-related queries, and provide patients with information on financial policies. Compiling, quality checking and processing of daily billing. Find resolutions to billing queries pro-actively. Ensure invoices are done as close as possible to real time processing, and with the applicable supporting documentation. Ensuring billing ties in with accurate stock control. Prepare and submit billing reports and preform revenue assurance checks to avoid revenue leakage. Perform month end processing Financial Administration. Check if patient has any outstanding previous accounts. Identify financial risks pro-actively and communicate these. Collect payments according to protocols and prepare financial registers daily, accountable for receipting functions as per policy. Weekly banking on prescribed documentation according to protocol.

• Waiting Area Management: Keep the waiting area organised, comfortable, and clean, ensuring patients feel at ease while awaiting appointments. Maintain a well-run, professional and patient focussed admission environment.

• Interdepartmental Coordination: Collaborate with medical staff, nurses, and other departments to ensure smooth communication and patient handoffs. Synergy and teamwork–working closely with the team. Communicate effectively with key role players in order 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.

Requirements

• 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 Re-imbursement 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 to maintain effectiveness during changing conditions.
• Ability to work effectively and co-operatively with others by establishing and maintaining good working relationships co-workers, stakeholders, clients of the company.
• Excellent planning, organising and control / up-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.
• Deadline driven.
• Resilience.
• Engaging diversity.
• Influencing.
• Drive & energy.
• Excellence orientation.
• Ethical behaviour and honesty.
• 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.
• Professional flexibility in working hours while supporting daily business hours.
• Will interact with internal and external stakeholders through several different means.
• Candidate must be a non-smoker.
• Must have own transport and not be dependant on public transport.
• Must live in the surrounds of either Somerset West or Stellenbosch.