Medical – Office Secretary

Job Summary:

Support the office functions and bookings for the associates in private practice and provide administrative support to the associates by:

• Assist with managing daily schedules
• Accurate collation of theatre lists (investigating details that do not correlate/fact checking, maintaining accurate booking details and calendar entries)
• Facilitate account queries between doctor’s billing companies
• Ensure efficient and courteous communication with Surgeon’s secretaries and patients

The role plays a critical part in ensuring smooth and efficient running of the practice and doctor’s daily schedules.

Key Responsibilities:

• Theatre bookings – ensuring collection of theatre bookings timeously through email and phone call follow ups, sharing of booking sheets with Doctor’s and their representative Billings/Accounts companies to manage daily assignment of work across all associates.
• Help with additional overflow/emergency bookings to be assigned appropriately as per the allocation system
• Calendar scheduling – provide clear and accurate information regarding theatre booking times, patient details, procedure details and durations, and all other relevant and necessary information required
• Managing timelines – ensure appropriate time allocations based on duration of procedures/list and factoring travel times between hospitals, resolve scheduling issues and conflicts with time allocations/over runs
• Handle general enquiries and resolve schedule issues in a professional manner
• Manage whatsapp communications timeously and effectively with updates, changes and responding to doctor’s requests. Problem solving when required, sending out daily on call information, reminder to doctors when required
• Prepare the daily roster to be sent out at the end of the working day with the following days schedules and email to all associates

Administrative Duties:

• Maintain and understand accurate information systems and update shared management systems (engine room) – on call rosters, whatsapp paste rosters, input of leave dates, updating contacts, doctor’s information, billing folders and improving wherever necessary
• Ensure compliance with data protection and confidentiality guidelines (POPI Act)
• Assist with general office duties to support efficient processing of information
• Team collaboration when hosting events in the evenings – Practice Meetings and Journal Clubs, assisting with communication with reps, recording of attendance registers, submission of attendance registers for CPD points and reps records when required
• Assist with troubleshooting internal technical issues – reporting of hone connection problems, and other general maintenance issues that may require attention
• Facilitating deliveries/collections for associates
• Arranging and liaising with service providers for the multiple needs of the office and practice
• Assisting with office housekeeping as required

Essential Skills & Experience Required:

• Proven experience in a similar administrative role, preferably within the healthcare/medical industry
• Proficient in Google Suites – Sheets/Docs/Forms/Gmail/Calendar/Contacts/Database Management and in general, a high level of computer literacy
• Excellent communication and interpersonal skills. Must be able to work well in a small team environment
• Strong organizational and time management abilities, ability to work independently and without supervision
• High attention to detail and accuracy
• Ability to work under pressure, prioritise tasks effectively and manage multiple tasks simultaneously
• Ability to problem solve and crisis manage – particularly with constantly changing bookings/emergencies and Doctor’s schedules and availability