Medical Liaison Assistant

Faircape Health is a leading world-class private healthcare provider in the Western Cape, delivering expert care across more than 300 beds within our premium Faircape Life retirement villages and our renowned Health Rehabilitation Centre at Tokai Estate.

What sets us apart is our dedicated **Multidisciplinary Team (MDT)** of leading healthcare professionals. Working collaboratively, our MDT ensures each patient receives personalised, holistic care tailored to their unique recovery journey — bridging the gap between hospital and home.

We are seeking a **Medical Liaison Assistant** to ensure seamless admissions, accurate medical aid authorisations, and professional liaison between patients, families, doctors, and medical schemes. In this pivotal role, you will coordinate the complete patient pathway — from referral to discharge — ensuring efficient processes, meticulous record-keeping, and clear communication across all stakeholders.

**Key Responsibilities**:
**Authorisations & Referrals**
- Receive and process sub-acute referrals.
- Obtain, track, and follow up on medical aid authorisations.
- Record all referrals, authorisations, and outcomes on the Tokai Administration Sheet.
- Notify relevant managers and referring doctors of declined authorisations.
- Send acknowledgment and “thank you” communications to referring doctors.

**Admissions & Financial Arrangements**
- Coordinate patient admissions with the Assessment Manager.
- Ensure all admission contracts are signed.
- Put payment plans in place for medication, consumables, and private wards before admission.
- Secure proof of deposits and payment details prior to admission.
- Communicate any medical aid exclusions, co-payments, or benefit limits to relevant parties.

**Length of Stay & Risk Management**
- Monitor length-of-stay expiry dates and request extensions from medical aids at least three working days in advance.
- Provide necessary reports and updates to medical aids.
- Advise the MDT of potential financial risks.
- Update administration systems and store all approvals appropriately.

**Support for Doctors & Allied Practices**
- Assist with medical aid claims and authorisations for doctors, physiotherapists, dietitians, and occupational therapists.
- Ensure correct coding, member details, and authorisation numbers are in place.
- Maintain ethical and accurate ICD-10 coding for all admissions.

**Admission, Discharge & Billing**
- Complete and verify all admission and discharge documentation.
- Allocate beds and assign patients to doctor teams.
- Create patient files and MDT links before admission.
- On discharge, notify medical aids, process refunds, and bill stays
- Ensure no unbilled items remain for discharged patients.

**Communication & Administration**
- Answer and route incoming calls promptly and professionally.
- Respond to medical aid correspondence and escalate cases when required.
- Keep documentation up to date with no backlog at day’s end. Build and maintain strong relationships with case managers, hospitals, and medical aids.

**Requirements**:
**Experience and Knowledge**
- Previous experience in a healthcare administrative or liaison role advantageous.
- Knowledge of medical aid processes, ICD coding, and authorisation requirements is advantageous.

**Skills and Attributes**
- ** Detail-focused** — able to work with precision in documentation and data entry.
- ** Organised & methodical** — skilled in managing multiple cases, deadlines, and follow-ups.
- ** Professional communicator** — clear, empathetic, and confident in speaking with patients, families, and medical professionals.
- ** Problem-solver** — able to anticipate challenges and resolve issues quickly.
- ** Team player** — collaborates effectively across departments to achieve patient-centred outcomes.
- ** Confidential & ethical** — maintains discretion with sensitive medical and financial information.

**Specific Requirements**:

- Clear health record
- Clear criminal record
- Clear credit record
- Written references

Faircape offers **above-market salary**, dependent on experience, qualifications, skills and attributes.

Working hours are from Monday to Friday, 07h00 - 17h00

If you are detail-oriented, proactive, and passionate about patient care and healthcare administration, we would love to hear from you.

To see more about Faircape and what we have to offer go and look at our informative website -Tokai Estate Healthcare Website