Practice Assistant

SUMMARY:
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POSITION INFO:

Administrative & Theatre List Management:

• Collect, track and follow up theatre lists from surgeons.
• Organise theatre lists electronically (OneDrive) and in hard copy.
• Assist with allocation of theatre lists and compiling summaries of these lists on Excel.
• Ensure theatre lists and supporting documents are distributed to anaesthesiologists.
• All administrative tasks should be done with utmost accuracy.

Communication & Coordination:

• Daily communication with anaesthesiologists regarding, among others, theatre allocations, changes and on-call duties.
• Liaise with surgeons and/or their rooms to obtain information with regards to theater lists, patients, surgical cases, anaesthetic fee quotations and medical aid details.
• Communicate with patients via WhatsApp and telephone regarding anaesthesia arrangements, authorisations and short payments.
• All communication should be done with uttermost professionalism.

Patient Administration & Validation:

• Validate patient details and medical aid information using GoodX.
• Obtain missing patient details from surgeons’ rooms when required.
• Record communication outcomes and finalise theatre lists.

Private Patients & Quotations:

• Compile anaesthetic quotations using GoodX.
• Respond to quotation requests from surgeons, patients, WhatsApp, telephone and online forms.
• Follow up on outstanding quotations, payments, Letters of Guarantee and dates of surgery.
• Maintain and update Excel quotation tracking spreadsheets.
• Communicate quotations to doctors for approval and thereafter to patients and/or surgeons’ rooms.

Financial & Billing Support:

• Assist with patient refunds by obtaining banking details.
• Generate and manage military invoices and follow up payments.

Compliance:

• Assist with POPIA compliance and annual registration responsibilities.

As the practice grows and evolves, duties may be adapted and further administrative duties may be added.