Relief Medical Secretary

**Interpersonal factor**
- As a professional all services delivered needs to be in line with the Cancercare values, of CARE. Each task needs to be consistently executed whilst at all times displaying a positive influence on all stakeholders and within the general working environment. It is expected from the employee to deliver all tasks reflecting a willingness to operate outside the scope of the job description as per operational requirements. The factors below cannot therefore be reviewed in isolation.
- To display the company values: C - Compassion, A - Accountability, R - Respect, E - Ethics (CARE)

**Telephone/messages**
- Professional Management of all telephone related tasks ensuring patient care and satisfaction of all stakeholders
- Screening, directing, messages, enquiries etc.
- Effective and smooth-running reception area.
- Effective communication within the unit and optimal patient care.

**Scheduling**
- Pro-active and cost-effective management of oncologist’s time.
- Pro-active and cost-effective management of treatment areas.
- Pro-active and cost-effective bookings regarding special investigations, clinics, and procedures.
- Effective and Smooth workflow
- Optimal use of the Doctors time
- Optimal use in treating areas
- Reduce patient waiting times

**Admin and clerical duties**
- Responsible for obtaining proper patient information from various external parties.
- File preparation and accurate, timeous registration of information on all programs.
- Use of office equipment for scanning, faxing, copying and filing
- General office/secretarial duties
- Upkeep of stats
- Record keeping
- Upholding daily filing
- Register all patients on different programs, Eauth, MED-E-MASS,NP REGISTER and EMR
- Taking a photo of all new patients
- Manage all internal and external mail, letters and reports
- Work closely with typist to ensure proper and timeous letters to referring Docs
- Health and safety awareness in department.
- Proactive management of all operational unit needs (Stock, stationary, repairs etc)
- Follow up with Medical aid for outstanding treatment plans.
- Load all new auths on the necessary EMR systems.
- Work on age analysis and follow up on outstanding fees.
- Accurate and complete patient information
- Smooth operating, patient cantered, professional medical reception department
- Adherence to all SOP's ensuring quality and efficiency.
- Stakeholder satisfaction at all times
- Excellent QC standards
- Smooth workflow

**Financial administration**
- Financial orientation
- Proactive assistance with regards to collecting of consultation fees orientation of patients to company policy with regards to payment and
- Registration of patient details on Med-e-Mass
- Capture consultation
- Print account and hand receipt
- EDI
- Coordinate external cash collection
- Managing petty cash
- Invoicing insurance claims
- Manage and coordinate the auth process
- Auth date extensions
- Assist with queries
- Inform departments for start of treatments
- Upkeep of stats
- Inform patients of co-payments.
- Invoice and reconcile cremation forms
- Follow up on Network Access fees and follow up fees with Medical aid.
- Informed patients
- Smooth workflow
- Improved cash flow
- Reduced patient waiting times
- Sound documentation of financial expenses

**Communication/**

**Co-ordinating/**

**Patient care**
- Meet and greet all patients
- Orientate all new patients
- Hand out, explain, receive completed forms and capture e.g. NP registration forms etc
- Responsible for coordinating all relevant communication with regards to patients care within the multi-disciplinary team and external stakeholders.
- Build professional relationships with external Dr’s, secretaries, medical aid, hospitals etc
- Improved stakeholder satisfaction
- Quality service delivered
- Smooth workflow

**Required Minimum Education**

Matric

**Required minimum experience**

2 Years Medical reception/admin experience.

**Required Minimum Work-Related Experience**

2 Years exposure to medical terminology, systems, processes similar to our own. E.g. auths, billing, coding, debtor software etc.