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Admin Assistant/Receptionist at PHC Africa

The Receptionist will ensure that the front office is functioning in an effective and efficient manner. He/she will attend to patients on the phone and in person, coordinate and organize appointments and documentation to facilitate the smooth running of the healthcare environment, and support delivery of quality patient care.

Main Job Duties and Responsibilities

  • Receive and register patients according to established protocols
  • Assist patients to complete all necessary forms and documentation including medical insurance
  • Ensure patient information is accurate including billing information
  • Maintain financial records as the cashier
  • Inform patients of medical office procedures and policy
  • Maintain and manage patient records
  • Schedule patients’ appointments in consultation with the doctor/clinical officer
  • Answer incoming calls and deal with clients’ inquiries
  • Transfer calls as required
  • Direct patients to the relevant sections of the clinic for services
  • Maintain visitors’ book and clinic diary
  • Maintain routine clerical records, logs and data and compiles routine reports
  • Obtain external medical reports as required by medical professionals
  • Respond and comply to requests for information
  • Sorts and distributes incoming mail and deliveries
  • Participate in stock-taking and maintain a record of forms and office supplies
  • Ensure reception area is well maintained, neat and clean
  • Safeguard patient privacy and confidentiality
  • Perform other clerical duties as assigned

Education and Experience

  • Degree or a Diploma in Business Administration, Human Resources, Front Office Management or related field
  • CPA qualification will be a desired qualification
  • Knowledge of computer and relevant software applications
  • Knowledge of general administrative and clerical procedures
  • Prior experience in a similar position within a healthcare setting

Key Competencies and Skills

  • Excellent communication and interpersonal skills – able to listen effectively and express oneself in a clear and articulate manner
  • Information collection and management – able to collect, organize and monitor data efficiently
  • Planning and organizing – able to multi-task, prioritize and schedule tasks and activities
  • Attention to detail – able to produce accurate and high-quality work through concern for all areas involved
  • Customer service skills – able to develop good customer relationships with a focus on achieving customer satisfaction
  • Adaptability – able to adjust approach to meet changing demands and situations including dealing with diverse people
  • Confidentiality – able to maintain confidentiality and adhere to ethical standards

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