Job Description

JOB TITLE: Front Office Specialist
AREA: Menlyn Maine, Pretoria
INDUSTRY: Medical Practice
Salary / CTC: R 18 000 (depending on current earnings, qualifications and experience
Report to: Owner
Working Hours: Monday - Friday 08:30 - 18:30 (Saturdays working hours will go according to a roster) and occasional Travelling with Doctor to pop -ups nationallyKey Responsibilities:
Front Desk and Reception Duties

• Greet patients and visitors warmly, maintaining a welcoming and professional front desk environment.
• Answer phone calls promptly, address queries, and direct calls to the appropriate staff members.
• Schedule, reschedule, and confirm patient appointments, coordinating with medical staff for availability.
• Ensure patient registration is complete by verifying and updating personal information, insurance details, and medical histories.

Patient Registration, Documentation, and System Management

• Prepare and maintain patient files and electronic records, ensuring accuracy and compliance with confidentiality laws (e.g., POPIA).
• Collect co-pays, deductibles, and other payments; issue receipts, manage billing inquiries, and follow up with the billing department.
• Use the GoodX system to manage patient files, book appointments, and update clinical notes.

Social Media and Digital Communication Management

• Manage practice communication via WhatsApp, responding to patient inquiries in a timely and professional manner.
• Create and post engaging updates on social media platforms such as Instagram, Facebook, and TikTok, using Canva or similar design tools.
• Assist with marketing and community engagement efforts by maintaining a consistent online presence.

Administrative Support

• Manage incoming and outgoing correspondence, including emails, faxes, and mail.
• Maintain office supplies and order replacements as necessary.
• Organise diaries, schedule meetings, confirm appointments, and coordinate travel arrangements as needed.
• Collaborate with medical and administrative staff to ensure efficient day-to-day operations.

Patient Support and Communication

• Assist patients with inquiries related to the practice, procedures, and payment options.
• Communicate delays, cancellations, and other relevant information to patients in a courteous manner.
• Guide patients through basic procedures, such as registration, appointment check-ins, and post-consultation instructions.

Office Organisation and Cleanliness

• Ensure the reception area, waiting room, and workstations are clean, organised, and presentable at all times.
• Implement safety protocols, such as monitoring visitors and ensuring health and safety measures are followed

Required Skills and Qualifications:

• Education: High School Diploma or equivalent; additional certification in medical administration or office management is advantageous.
• Experience: Minimum of 2 years in a similar role, preferably within a medical or beauty practice setting.

Technical Skills:

• Proficient in MS Office Suite (Word, Excel) and medical office software (e.g., Booksy and GoodX).
• Experience with Canva or similar tools for creating social media content.
• Comfortable using digital communication platforms, including WhatsApp.
• Language Proficiency: Fluent in English; Afrikaans is a plus.
• Customer Service Orientation: Friendly, empathetic, and able to connect with clients.

Personality Traits:

• People-Oriented: Warm and approachable with the ability to empathise and engage effectively.
• Reliable and Organised: Punctual, detail-oriented, and capable of handling multiple tasks in a dynamic environment.
• Professional and Empathetic: Able to balance empathy with professionalism, especially suitable for a female-majority clientele and team.

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