Receptionist

8 hours ago

Randburg, Gauteng, South Africa Forever Pink Full time R42 000 - R78 000 per year

Purpose of the Role

The Receptionist & Admin Assistant serves as the first point of contact for all patients and visitors at the Medical Practice. The role ensures a seamless and professional front desk experience, efficient patient management, and accurate financial and administrative processes that support the smooth operation of the practice.

Key Responsibilities

1. Front Desk & Client Experience

  • Warmly welcome patients and visitors, ensuring a professional, friendly, and patient-centered atmosphere.
  • Manage appointment scheduling, patient check-in and check-out processes.
  • Maintain the reception area's cleanliness, order, and presentation at all times.
  • Handle incoming calls, emails, and messages promptly and courteously.
  • Assist walk-in patients with general inquiries and direct them appropriately.

2. Patient Management & Administration

  • Capture and update patient records accurately in the system before consultations.
  • Verify patient details, medical aid membership, and ensure necessary documentation is completed.
  • Track patient flow from arrival to consultation and billing.
  • Ensure confidential handling of patient information in compliance with POPIA and practice policies.
  • Prepare daily patient lists, monitor waiting times, and assist with queue management.

3. Billing, Payments & Reconciliation

  • Process payments accurately (cash, card, EFT, or medical aid).
  • Allocate payments against correct patient accounts.
  • Verify available medical aid funds before consultation to ensure sufficient coverage.
  • Assist in resolving declined medical aid claims or shortfalls.
  • Perform end-of-day cash-ups and payment reconciliation (petty cash, POS, and EFT).
  • Submit reconciled reports to the Practice Manager and/or Doctor for review.

4. Account Management & Collections

  • Monitor outstanding accounts and follow up with patients for payments on overdue balances.
  • Send payment reminders and manage accounts in arrears according to practice policy.
  • Prepare monthly statements and update the accounts receivable register.
  • Coordinate with external collection partners if applicable.

5. Office Administration & Support

  • Support the Practice Manager and medical staff with administrative tasks as needed.
  • Maintain adequate stock of office and medical stationery, ensuring timely replenishment.
  • File and archive documents according to policy for ease of retrieval and audit.
  • Manage courier or laboratory sample collections and deliveries.
  • Ensure office equipment (phones, printers, POS machines) are operational.

Key Competencies

  • Excellent communication and interpersonal skills.
  • High level of professionalism and discretion.
  • Strong attention to detail and accuracy.
  • Sound numeracy and reconciliation ability.
  • Ability to multitask and manage pressure in a busy environment.
  • Customer service orientation with empathy and patience.

Requirements

  • Minimum Qualification: Grade 12 (Matric).
  • Preferred Qualification: Diploma or certificate in Office Administration / Medical Reception / Practice Management.
  • Experience:
  • At least 2 years' experience in a medical or healthcare administrative role.
  • Experience with patient billing systems and medical aid verification.
  • Technical Skills:
  • Proficient in MS Office (Excel, Word, Outlook).
  • Experience using medical practice management systems (e.g MedEDI, Practice Perfect)

Performance Indicators

  • Accuracy of patient data capture and billing entries.
  • Efficiency and professionalism in front desk operations.
  • Timely completion of end-of-day and month-end reconciliations.
  • Collection rate on outstanding patient accounts.
  • Patient satisfaction feedback and minimal complaints.

Job Types: Full-time, Part-time

Pay: R3 500,00 - R6 500,00 per month

Work Location: In person

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