Front Office Specialist

SUMMARY:
The Front office Specialist serves as the first point of contact for patients and visitors, delivering high-quality customer service, managing appointments, and ensuring the smooth flow of administrative and digital communication tasks within the medical practice. This role requires exceptional organisational, interpersonal, and communication skills (both English and Afrikaans) and the ability to handle sensitive patient information with confidentiality. Additionally, the receptionist is responsible for maintaining the practice's social media presence and responding to digital inquiries.

POSITION INFO:
 
JOB TITLE: Front Office Specialist
AREA: Menlyn Maine, Pretoria
INDUSTRY: Medical Practice
Salary / CTC: R 18 000 (depending on current earnings, qualifications and experience
Report to: Owner
Working Hours: Monday - Friday 08:30 - 18:30 (Saturdays working hours will go according to a roster) and occasional Travelling with Doctor to pop -ups nationally

Key Responsibilities:
Front Desk and Reception Duties

• Greet patients and visitors warmly, maintaining a welcoming and professional front desk environment.
• Answer phone calls promptly, address queries, and direct calls to the appropriate staff members.
• Schedule, reschedule, and confirm patient appointments, coordinating with medical staff for availability.
• Ensure patient registration is complete by verifying and updating personal information, insurance details, and medical histories.

• Prepare and maintain patient files and electronic records, ensuring accuracy and compliance with confidentiality laws (e.g., POPIA).
• Collect co-pays, deductibles, and other payments; issue receipts, manage billing inquiries, and follow up with the billing department.
• Use the GoodX system to manage patient files, book appointments, and update clinical notes.

• Manage practice communication via WhatsApp, responding to patient inquiries in a timely and professional manner.
• Create and post engaging updates on social media platforms such as Instagram, Facebook, and TikTok, using Canva or similar design tools.
• Assist with marketing and community engagement efforts by maintaining a consistent online presence.

• Manage incoming and outgoing correspondence, including emails, faxes, and mail.
• Maintain office supplies and order replacements as necessary.
• Organise diaries, schedule meetings, confirm appointments, and coordinate travel arrangements as needed.
• Collaborate with medical and administrative staff to ensure efficient day-to-day operations.

• Assist patients with inquiries related to the practice, procedures, and payment options.
• Communicate delays, cancellations, and other relevant information to patients in a courteous manner.
• Guide patients through basic procedures, such as registration, appointment check-ins, and post-consultation instructions.

• Ensure the reception area, waiting room, and workstations are clean, organised, and presentable at all times.
• Implement safety protocols, such as monitoring visitors and ensuring health and safety measures are followed

• Education: High School Diploma or equivalent; additional certification in medical administration or office management is advantageous.
• Experience: Minimum of 2 years in a similar role, preferably within a medical or beauty practice setting.

• Proficient in MS Office Suite (Word, Excel) and medical office software (e.g., Booksy and GoodX).
• Experience with Canva or similar tools for creating social media content.
• Comfortable using digital communication platforms, including WhatsApp.
• Language Proficiency: Fluent in English; Afrikaans is a plus.
• Customer Service Orientation: Friendly, empathetic, and able to connect with clients.

• People-Oriented: Warm and approachable with the ability to empathise and engage effectively.
• Reliable and Organised: Punctual, detail-oriented, and capable of handling multiple tasks in a dynamic environment.
• Professional and Empathetic: Able to balance empathy with professionalism, especially suitable for a female-majority clientele and team.

NB! This job is now closed. You can apply for other jobs by uploading your CV.