SUMMARY:
Receptionist - Medical vacancy:
The Medical Receptionist is responsible for delivering a professional, efficient, and compassionate front-of-house service. This role is critical to patient experience, administrative accuracy, and smooth practice operations.
Key Performance Indicators (KPIs)
- Telephone response time: ≤ 3 rings
- Appointment confirmations: 100% by previous day
- Billing accuracy: ≥ 98%
- Patient satisfaction: ≥ 90%
- File handling: Within 24 hours
- Confidentiality compliance: 100%
POSITION INFO:
Key Responsibilities
Patient Reception and First Impressions
- Greet patients and visitors professionally within 30 seconds of arrival.
- Maintain a calm, courteous, and professional demeanour at all times.
- Ensure the reception area is tidy and welcoming by 07:45 daily.
- Assist elderly or less mobile patients where required.
Telephone and Communication
- Answer calls within three rings using the approved greeting.
- Take accurate messages and relay them within 10 minutes.
- Respond to calls and emails within two working hours where possible.
- Maintain confidentiality and POPIA compliance.
Appointment and Diary Management
- Maintain an accurate and efficient appointment diary.
- Confirm appointments one day prior.
- Manage waiting times and notify patients of delays.
- Coordinate scheduling with referring healthcare professionals.
Billing and Financial Administration
- Verify patient details, ICD-10 codes, and medical aid information.
- Generate accurate accounts post-consultation.
- Collect co-payments and reconcile daily payments.
Documentation and File Management
- Scan and save reports and referrals on the same day.
- Ensure confidential documents are secured.
- Maintain accurate patient filing and archiving.
Coordination and Clinical Support
- Liaise with nursing staff and management.
- Prepare patient files ahead of consultations.
- Assist with medical aid pre-authorisations.
Efficiency and Compliance
- Arrive 15 minutes before opening.
- Prioritise urgent tasks effectively.
- Comply with POPIA and HPCSA requirements.
Professional Conduct
- Maintain professional appearance and attitude.
- Participate in training and staff meetings.
- Uphold the practice ethos of compassionate patient care.
