Medical Practice Front Office Administrator

Remuneration:	R15000 - R15000 per month cost-to-company
Location:	Pretoria
Education level:	Diploma
Job level:	Junior/Mid
Own transport required:	Yes
Travel requirement:	Often
Reference:	#FP204
Company:	Finding Personnel

Job title: Medical practice front desk administrator
Location: Menlyn Maine, Pretoria
Industry: Medical practice

Salary / CTC: R15,000 (dependent on current earnings, qualifications, and experience)
Reports to: Owner and practice manager
Working hours: Monday to Friday 08:30 to 18:30, occasional Saturdays and travel with doctor to pop-ups nationally

Job summary:

Position overview:

The medical practice front desk administrator is the first point of contact for patients and visitors, providing high-quality customer service, managing appointments, and facilitating efficient administrative and digital communication within the practice. This role demands strong organisational, interpersonal, and bilingual communication skills (English and Afrikaans), as well as the ability to handle sensitive information confidentially. The administrator will also be responsible for managing the practice's social media and responding to digital enquiries.

Key responsibilities

Front desk and reception duties

• Greet patients and visitors, ensuring a warm and professional reception
• Answer and direct phone calls, addressing queries as needed
• Schedule, reschedule, and confirm appointments with coordination of medical staff availability
• Verify and update patient information, insurance details, and medical histories

Patient registration, documentation, and system management

• Maintain patient files and electronic records, ensuring accuracy and confidentiality compliance (e.g., POPIA)
• Process co-pays, deductibles, and other payments handle billing queries and liaise with the billing department
• Utilise the GoodX system to manage patient files, appointments, and clinical notes

Social media and digital communication management

• Respond to patient enquiries via WhatsApp professionally and promptly
• Create and post engaging content on Instagram, Facebook, and TikTok using Canva or similar tools
• Support marketing and community engagement by maintaining an active online presence

Administrative support

• Manage all correspondence including emails, faxes, and mail
• Oversee office supply inventory, ordering replacements as necessary
• Organise diaries, schedule meetings, confirm appointments and coordinate travel arrangements
• Collaborate with medical and administrative staff to optimise daily operations

Patient support and communication

• Assist patients with enquiries regarding the practice, procedures, and payment options
• Communicate delays, cancellations, and other relevant information to patients
• Guide patients through procedures such as registration, check-ins, and post-consultation instructions

Office organisation and cleanliness

• Ensure reception, waiting room, and workstations are clean and organised
• Implement safety protocols, monitor visitors, and ensure health and safety measures are followed

Required skills and qualifications

Education: High school diploma or equivalent; certification in medical administration or office management is advantageous

Experience: Minimum of two years in a similar role, ideally within a medical or beauty practice

Technical skills:

• Proficiency in MS Office Suite (Word, Excel) and medical office software (e.g., Booksy, GoodX)
• Experience with Canva or similar design tools for social media content creation
• Familiarity with digital communication platforms, including WhatsApp

Language proficiency: Fluent in English, Afrikaans advantageous

Customer service orientation: Friendly, empathetic, and capable of building client rapport

Personality traits:

• People-oriented: Warm, approachable, and able to engage effectively
• Reliable and organised: Punctual, detail-focused, and adaptable in a dynamic environment
• Professional and empathetic: Capable of balancing professionalism with empathy, well-suited for a female-majority clientele and team

Posted on 28 Oct 15:59, Closing date 27 Dec