Senior Practice Administrator, Private Practice, Sandton – REF# IMR068-MA

A private medical practice in Sandton is seeking a Senior Practice Administrator to oversee patient service, diary management, invoicing and senior administrative support.

This is a role suited to a composed, resourceful and digitally confident administrator who combines strong executive support capabilities with compassionate patient service and financial accuracy. The role requires a high level of independence, ownership and discretion when dealing with patients, sensitive information, financial matters and professional stakeholders.

Roles and Responsibilities (but not limited to):

• Provide professional patient service and manage telephone, email and approved WhatsApp enquiries.
• Manage the electronic diary, including assessments, reviews, psychotherapy, virtual and TMS bookings, reminders, cancellations and waiting lists.
• Take ownership of patient requests through to resolution in English or Afrikaans.
• Prepare invoices using approved codes and tariffs, collect payments, issue receipts and allocate card and EFT payments.
• Perform daily reconciliations, medical scheme claims, rejections and remittances.
• Follow up on outstanding debtors and prepare the month-end pack for the CFO.
• Manage calendars, delegated inboxes, correspondence, travel, conferences and meetings.
• Maintain accurate filing, scanning, record keeping, data storage and patient documentation.
• Coordinate complex patient and medico-legal administration, including attorney and advocate liaison, indexed files, reports and deadlines.
• Coordinate administration, including clearance, consent, funding, authorised sessions and outcome forms.
• Liaise with providers and relevant practice staff.
• Escalate patient safety concerns immediately to the doctor.
• Maintain strict confidentiality and follow matters through to completion.

Qualification and Requirements:

• Matric / Grade 12 or recognised equivalent.
• Minimum three years' medical practice administration experience.
• Minimum two years' hands-on patient billing experience, including invoices, receipts, allocations, account follow-up, medical scheme claims and remittances.
• Executive support experience, including diary, inbox, correspondence and travel management.
• Excellent English and fluent spoken and written Afrikaans.
• Strong proficiency in Microsoft Outlook, Word and Excel.
• Experience with Adobe Acrobat / secure PDFs.
• Previous experience with at least one medical billing or practice-management system.
• Advantageous: five or more years' senior administration / PA experience, specialist medical practice experience, medico-legal administration or an administration/bookkeeping qualification.
• Experience with Eminance, PowerPoint, CRM or online forms would be advantageous.
• Shortlisted candidates will complete a 90-minute practical assessment.
• Two supervisory references required.

Skills & Attributes:

• Composed, warm and professional manner.
• Strong patient service and communication skills.
• Highly organised with excellent attention to detail.
• Proactive, resourceful and able to take ownership.
• Strong financial accuracy and reconciliation skills.
• Able to manage competing priorities and deadlines.
• Sound judgement regarding approval and escalation.
• High level of discretion when handling sensitive information.
• Comfortable dealing with distressed patients and professional or legal stakeholders.
• Strong digital skills and ability to work across multiple systems.
• Able to work independently within delegated authority.
• Reliable, accountable and professional.

Work Hours:

Monday to Friday, 07h00 – 16h00

Start date:

ASAP

Only candidates who meet all the minimum requirements stipulated in the advert, will be considered. If you do not hear from us within two weeks of your application, please consider your application as unsuccessful.