Admin Assistant
5 months ago
Job Title
- Admin Assistant
- Job Number
- 72268
- Skills
- CRM,Pastel
- Industry
- Medical Practice
- City
- Cape Town
- Job Description
**Job Purpose Administrator**
- To ensure that all administrative tasks and operational processes are completed accurately and on time
- Authorisation and Claims submissions
- Controlling of Debtors and/or Creditors Tasks and responsibilities General
- Operates multi-line telephone system to answer incoming calls; Determines purpose of calls and direct callers to appropriate personnel
- Answers questions about organization and provides callers with address, directions, and other information
- Orders, received and maintain office supplies (Stationary and weekly groceries)
- Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel. Offer refreshments when needed
- Opening and updating of patient files on Pastel, CRM and Mainfiles
- Requesting of sleep results and titration reports from referring sleep laboratory
- Requesting of motivational letters from doctors when needed
- Sending Sales order or invoice request to head office and making sure a Pastel invoice is received back
- Processing of sales order or pastel invoices on request and providing feedback to the relevant staff
- Managing the daily diary of salesperson and making sure that all files are ready upon patient arrival
- Ensure patient has all required or requested documentation after supply - Travel Document, Tax Invoice (stamped “paid” if required), Copy of Results, Check List, etc
- Ensuring that all filing is done on a weekly basis and up to date
- Always pay attention to detail and ensure strict adherence to the POPIA
- Assisting and/ or covering the position of other administrative staff when necessary
- Maintain effective communication and feedback relating to all patients to ensure cross functional synergy within the different departments and branches nationally
- Performs other clerical duties such as filing, photocopying, and collating on request from line manager
- Ensuring that procedure and policies are understood and followed. Please see company Policies and Procedures Authorisations and Claims
- Ensuring that valid authorisations is in place for the patients
- Ensuring that Permission to Auth and claim forms are available on file and correct before submitting the authorisation or claim to the medical aid
- Ensuring that All patient details are correct before the submission of authorisation and claims
- Daily submissions of Claim requests to Head office/ Medical aid
- Ensuring proper turnaround time from authorisation to successful claim payment
- Daily follow up on authorisation and claims. Providing feedback to patients and/ or staff
- Provide weekly patient authorisation expiry feedback both medical aid and private to the Home Oxygen Business Manager to effectively manage potential financial losses to the business and requesting timeous authorisations extensions where required Financial
- Checking of medical aid remittance advice to confirm payment and making sure all file numbers is on the remittance to ensure proper capturing of month end
- Receiving all medical aid remittances
- Distributing all medical aid remittances to the necessary staff and departments
- Indicating exactly how payment was made and if the patient is liable for any short payment. Proof of payment is to be linked to the patients’ account
- Informing the relevant staff of payment details on claim for the patient to be supplied
- Confirmation of payment received before contacting patient for supply and ensuring that short payment is paid either before or on the day of consultation
- Take payments for services and products. Record entries in receipt book and indicate files numbers
- Daily cash up to be done
- Capturing and reconciling petty cash sheet. Ensuring that petty cash is submitted to head office by the 01st of each month and is accurate
- Capturing and updating of Sleepnet bank cash book on a weekly basis. Ensuring that the cash book balances, and all allocations are correct before updating
- Reconcile all cash control accounts and ensuring that all records regarding petty cash is correct and signed accordingly
- Assist with monthly Vat reports and submitting of same on SARS Efiling Debtors
- Working through and providing feedback on the debtors’ book. Ensuring that all outstanding debt is collected and all credits on accounts are actioned accordingly
- Daily follow up with patients, medical aids, and branches for outstanding amounts - record when payment is to be made, and follow up if not received on time
- Oversee the national age analysis. Assist the Admin assistant with queries relating to the national age and ensure that this is actioned correctly and timeously
- Keep detailed notes of all communications with patients and staff on the patient file. Updating CRM notes to ensure that information provided on the patient file is accurate
- Weekly submission of
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