_{09th May, 2025}

As the leading medical recruitment agency in South Africa, our client has an exciting opportunity for a Medical Secretary / Clinic Manager based in Benoni, South Africa.  The Medical Secretary / Clinic Manager is to be a highly organized, proactive, and detail-oriented individual for a thriving Neurophysiology practice. This dual role demands a self starter with exceptional administrative, IT, and interpersonal skills, coupled with a strong understanding of the healthcare environment. The successful candidate will be responsible for the efficient day-to-day operation of the clinic, providing comprehensive secretarial support to the Neurophysiologist, and ensuring a seamless and positive experience for patients. The quality of work produced in this role must be of an exceptional standard, reflecting the clinic's commitment to excellence.
 
Responsibilities:
Administrative & Secretarial Support:

• Manage and maintain the Neurophysiologist's calendar, including scheduling appointments, meetings, and travel arrangements.
• Handle all incoming and outgoing communication (phone calls, emails, correspondence) professionally and efficiently.
• Prepare and process medical reports, correspondence, and other documents with accuracy and meticulous attention to detail.
• Maintain organized electronic and paper filing systems, ensuring confidentiality and easy retrieval of information.
• Manage office supplies and ensure the smooth running of the administrative aspects of the practice.
• Coordinate equipment maintenance and repairs as needed.

Clinic Management:

• Oversee the daily operations of the clinic, ensuring a smooth and efficient workflow that aligns with the Neurophysiologist's high standards.
• Manage patient flow, including appointment scheduling, registration, and discharge processes, ensuring a positive and professional experience.
• Act as the primary point of contact for patient inquiries and concerns, addressing them professionally, empathetically, and in a manner that upholds the clinic's excellent reputation.
• Maintain a clean, organized, and welcoming clinic environment that reflects the professionalism of the practice.
• Implement and maintain clinic policies and procedures, ensuring adherence to best practices.
• Liaise with external stakeholders, including hospitals, other medical professionals, and suppliers, representing the clinic in a professional manner.
• Manage and supervise any other administrative or support staff, if applicable, fostering
• collaborative and efficient team environment.

Financial & Billing Administration:

• Process patient billing accurately and efficiently, including the generation and submission of invoices.
• Demonstrate a thorough understanding of medical aid processes, procedures for authorizations, and claim submissions within the South African context.
• Verify patient medical aid details and eligibility with precision.
• Manage and reconcile payments, ensuring accurate record-keeping and attention to financial details.
• Generate financial reports as required, maintaining accuracy and clarity.

IT & Systems Management:

• Proficiently utilize and manage the practice's electronic health record (EHR) system and other relevant software.
• Demonstrate strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and Google Workspace applications (Gmail, Google Calendar, Google Drive, Google Docs, and Google Sheets).
• Troubleshoot basic IT issues and liaise effectively with IT support when necessary.
• Maintain and update patient databases and other electronic records accurately and securely.
• Generate reports and analyse data using IT systems to support the efficient operation of the clinic.
• Ensure data security and patient confidentiality in accordance with relevant regulations, maintaining the trust placed in the practice.

Medical Coding & Reporting:

• Accurately apply ICD-10 diagnostic codes and relevant procedure codes to patient records and billing documents, ensuring compliance with medical aid requirements.
• Possess a strong understanding of medical terminology and anatomy related to neurophysiology to ensure accurate coding and reporting.
• Prepare and submit reports to medical aids and other relevant bodies as required, adhering to deadlines and accuracy standards.
• Stay updated on changes in medical coding guidelines and South African medical aid regulations to ensure compliance and accurate billing.

Compliance & Quality Assurance:

• Ensure the practice adheres to all relevant healthcare regulations and ethical guidelines, upholding the Neurophysiologist's commitment to professionalism.
• Maintain patient confidentiality in compliance with privacy laws, safeguarding the sensitive information entrusted to the clinic.
• Assist with the implementation of quality improvement initiatives, contributing to the continuous enhancement of the clinic's services.

Personal Attributes & Skills:

• Proactive: Demonstrates initiative and anticipates needs, contributing to the smooth running of the clinic without constant direction.
• Hardworking: Dedicated and committed to ensuring all tasks are completed efficiently and to an exceptional standard.
• Highly Skilled: Possesses a strong and versatile set of administrative, IT, and healthcare related skills.
• Excellent Multitasking Abilities: Capable of managing multiple tasks and prioritizing effectively in a busy environment, maintaining a high level of accuracy.
• Exceptional IT/Computer Skills: Proficient in using various software applications, including EHR systems, Microsoft Office Suite, and Google Workspace.
• Knowledge of Medical Codes: Comprehensive understanding of ICD-10 and procedure coding systems relevant to neurophysiology.
• Understanding of Medical Aids: Thorough knowledge of South African medical aid processes, rules, and regulations.
• Attention to Detail: Meticulous and accurate in all aspects of work, ensuring the highest quality of output.
• Attentive: Listens carefully and responds thoughtfully to instructions and patient needs, contributing to positive patient experiences.
• Strong Communication Skills: Excellent verbal and written communication skills, with the ability to interact professionally and courteously with patients, colleagues, and external stakeholders.
• Problem-Solving Skills: Ability to identify and resolve issues effectively and efficiently, maintaining a smooth workflow.
• Organizational Skills: Highly organized with the ability to manage time effectively and prioritize tasks to meet deadlines and maintain efficiency.
• Professionalism: Maintains a consistently professional demeanour and appearance, reflecting the high standards of the practice.
• Empathy and Patient Focus: Demonstrates compassion and a genuine commitment to providing excellent patient care, aligning with the Neurophysio으logist's values.
• Discretion and Confidentiality: Handles sensitive information with the utmost discretion and maintains strict confidentiality.

Requirements:

• A relevant certificate or diploma in Medical Administration, General Administration, or a related field is essential.
• Proven experience working as a Medical Secretary, ideally within a specialist medical practice, is required.
• Proven experience with medical billing and South African medical aid administration is necessary.
• Experience with emd-technologies billing software is essential.
• Demonstrable experience using Electronic Health Record (EHR) systems is essential.
• Strong proficiency in Microsoft Office Suite (Word , Excel , Outiook, and PowerP으int) and Google Workspace applications (Gmail, Google Calendar, Google Drive, Google Docs, and Google Sheets) is required.
• Familiarity with neurophysiology terminology and procedures would be advantageous.

Salary is market related
 
Location: Benoni
 
Working hours: 8am - 6pm ( depending on workload and patients assigned for the day) and weekends as allocated.
 
To apply, please send your updated CV to gina@medipath.co.za 
 
Please be advised that you will be contacted by Medipath Healthcare Recruitment within 14 days should we wish to proceed with your application.  Similarly, if you are not contacted by Medipath Healthcare Recruitment, please accept your application as unsuccessful.  Your CV will automatically be added to our database and we could be contacting you should a suitable position arise.

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