Medical Office Secretary

3 days ago

Cape Town, South Africa Job Crystal Full time

**Job Summary**:
Support the office functions and bookings for the associates in private practice and provide administrative support to the associates by:

- Assist with managing daily schedules
- Accurate collation of theatre lists (investigating details that do not correlate/fact checking, maintaining accurate booking details and calendar entries)
- Facilitate account queries between doctor’s billing companies
- Ensure efficient and courteous communication with Surgeon’s secretaries and patients

The role plays a critical part in ensuring smooth and efficient running of the practice and doctor’s daily schedules.

**Key Responsibilities**:

- Help with additional overflow/emergency bookings to be assigned appropriately as per the allocation system
- Calendar scheduling - provide clear and accurate information regarding theatre booking times, patient details, procedure details and durations, and all other relevant and necessary information required
- Managing timelines - ensure appropriate time allocations based on duration of procedures/list and factoring travel times between hospitals, resolve scheduling issues and conflicts with time allocations/over runs
- Handle general enquiries and resolve schedule issues in a professional manner
- Manage whatsapp communications timeously and effectively with updates, changes and responding to doctor’s requests. Problem solving when required, sending out daily on call information, reminder to doctors when required

**Administrative Duties**:

- Maintain and understand accurate information systems and update shared management systems (engine room) - on call rosters, whatsapp paste rosters, input of leave dates, updating contacts, doctor’s information, billing folders and improving wherever necessary
- Ensure compliance with data protection and confidentiality guidelines (POPI Act)
- Assist with general office duties to support efficient processing of information
- Team collaboration when hosting events in the evenings - Practice Meetings and Journal Clubs, assisting with communication with reps, recording of attendance registers, submission of attendance registers for CPD points and reps records when required
- Assist with troubleshooting internal technical issues - reporting of hone connection problems, and other general maintenance issues that may require attention
- Facilitating deliveries/collections for associates
- Arranging and liaising with service providers for the multiple needs of the office and practice
- Assisting with office housekeeping as required

**Essential Skills & Experience Required**:

- Proven experience in a similar administrative role, preferably within the healthcare/medical industry
- Proficient in Google Suites - Sheets/Docs/Forms/Gmail/Calendar/Contacts/Database Management and in general, a high level of computer literacy
- Excellent communication and interpersonal skills. Must be able to work well in a small team environment
- Strong organizational and time management abilities, ability to work independently and without supervision
- High attention to detail and accuracy
- Ability to work under pressure, prioritise tasks effectively and manage multiple tasks simultaneously
- Ability to problem solve and crisis manage - particularly with constantly changing bookings/emergencies and Doctor’s schedules and availability

Pay: R20 000,00 - R23 000,00 per month

Work Location: In person

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