Cape Town City Centre: Front Office Medical Administrator – Panorama

About the Role

We are seeking a highly organized and experienced Front Office Administrator / Medical Receptionist to manage the day-to-day front desk operations in our Cape Town City Centre office. The ideal candidate will have proven medical reception experience within an ophthalmology practice, providing exceptional customer service and administrative support.

Key Responsibilities

• Answering calls in a professional, courteous, and efficient manner
• Taking messages and ensuring they are actioned by the relevant person
• Maintaining the issue logbook for all messages and matters that arise on a daily basis
• Assisting with phone, email, or SMS patients with feedback from doctors regarding messages left
• Managing the diary – booking patient appointments, communicating billing policy to new patients
• Preparing all files for the following day’s appointments
• Welcoming patients arriving in a friendly and professional manner, communicating time delays to manage client expectations
• Checking that all patient details on file are still up-to-date and obtaining new details if relevant
• Opening accounts and capturing all relevant information accurately on system for new patients
• Contacting other doctors to obtain notes and referral letters if needed for a patient’s visit
• Obtaining patient results and related correspondence (lab results, radiology)
• Ensuring patients get the relevant information and forms needed when they need to have an in-room procedure, operation, or be hospitalized
• Providing quotations for all patient procedures
• Preparing theatre list bookings and pre-authorisations
• Assisting with arranging the Anaesthetist and Assistant for surgeries
• Keeping track of Assistant fees and payments made to them
• Keeping track of cases where the doctor has assisted in surgeries
• Assisting with doctors’ reports, thank you letters (where necessary)
• Keeping track of pharmacy accounts and stock per Doctor
• Billing patients accordingly and collecting payment where necessary
• Accepting money (cash or card) writing receipts
• Allocating patient payments
• Ensuring all theatre billings have been completed by the doctor within 48 hours
• Liaising with the Bureau on patient-related queries and assisting with debt collection
• Maintaining Petty Cash
• Maintaining attendance register
• Scheduling admin-related appointments with the doctor and various service providers
• Liaising with contractors such as hospital technical department, IT specialists, Suppliers
• Maintaining all supplier contracts and agreements
• Ordering stock from various places: pharmacies, stationers, etc.
• Supporting various marketing initiatives
• Assisting the doctor with all office admin-related tasks

Requirements

• Matric or equivalent
• Experience in a medical practice is essential
• Solid administration skills
• IT literate, with proficiency in MS Office, specifically Excel and Word
• Professionally presentable
• Above-average communication skills (written and spoken)
• Above-average numeracy skills and attention to detail
• Hands-on attitude
• Strong IT skills and experience working with MS Office
• Bilingualism in English and Afrikaans is essential

Qualifications

• None mentioned

Salary & Benefits

• No information provided