Reception Administrator
Location: Pretoria, Gauteng
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Hospital: Mediclinic Highveld
Location: Trichardt, South Africa
Reference Number: 65030
Workplace Type: On-Site
Position Type: Permanent
Closing Date: 10 November 2025
Recruiter: Ronel Melanie Jansen
Role Purpose
The Patient Administration Clerk plays a vital role in the smooth and professional functioning of the hospital’s patient intake and discharge processes. The purpose of the role is to assist all patients and their families with admissions, pre-admissions, updates and discharge procedures in a respectful, compassionate and efficient manner. The role ensures full compliance with patient confidentiality requirements, accurate financial and administrative documentation, and the prevention of financial and operational risks to the organisation. This position is focused on providing a high-quality patient experience while maintaining organisational standards, accuracy, and service excellence.
Key Responsibilities and Duties
1. Patient Admissions & Pre-Admissions Processing
- Perform patient admissions in accordance with hospital policies, standard operating procedures, and Patient Administration guidelines.
- Capture all patient information accurately and ensure relevant forms, medical aid authorisations, Identity Documents, referral letters and consent documents are obtained and verified.
- Conduct pre-admissions support, including contacting patients, confirming bookings, preparing files, and ensuring that financial authorisations are completed prior to admission.
- Ensure each patient is properly allocated to the correct ward and bed type, and liaise with the clinical team if required.
2. Financial Risk Management & Verification
- Identify, prevent, and report potential financial risks such as blacklisted patients, outstanding balances, invalid medical aid membership, or non-payment risks.
- Apply Mediclinic policies and industry guidelines when handling private paying patients, accident victims, Workmen’s Compensation cases, and medical scheme members.
- Use applications such as Debtpack to verify payment statuses and flag risks.
- Ensure accurate cash handling, issuing of receipts, secure document handling and compliance with fraud prevention procedures.
3. Patient Discharge Process Management
- Execute the discharge process accurately, ensuring that all bills are finalised, documentation is completed, and relevant parties are notified.
- Ensure patients and families understand outstanding balances or payment requirements before departure.
- Follow the discharge procedures outlined in the Patient Administration Manual to ensure smooth, efficient and compliant patient release.
4. Confidentiality and Patient Care Protocols
- Maintain a high level of discretion, confidentiality, and respect for patient privacy at all times.
- Comply with POPI Act regulations, Mediclinic confidentiality guidelines, and ethical standards in healthcare information management.
- Handle queries with empathy, patience, and professionalism to support a positive patient experience.
5. Administrative and Operational Support
- Maintain accurate patient records, admission registers, file archives and digital systems.
- Use AS400 patient administration software, Microsoft Office and switchboard systems effectively.
- Work cooperatively with nursing staff, ward administrators, finance teams and management to ensure smooth workflow.
- Prepare for the following day’s admissions by confirming bookings, files, and ward allocation lists.
Minimum Requirements
| Category | Requirement |
|---|---|
| Education (Essential) | Grade 12 / National Senior Certificate |
| Experience (Essential) | None required – entry level candidates may apply |
| Experience (Preferred) | Reception, hospital administration, or medical office administration experience in a private healthcare environment |
Required Knowledge and Job Skills
- Basic understanding of patient admission and discharge procedures
- Knowledge of medical terminology and basic anatomy terms
- Familiarity with Medical Aid schemes, ICD & CPT diagnostic codes
- Understanding of Workmen’s Compensation Act (WCA) procedures
- Knowledge of emergency / major incident protocols
- Proficiency in Microsoft Office (Word, Outlook, Excel)
- Ability to use AS400 hospital administration systems (advantageous)
- Ability to identify and report financial risks
Core Competencies and Attributes
- Professional Communication: Polite, clear, and patient in verbal and written communication
- Attention to Detail: Accurate capturing of patient records and documentation
- Emotional Intelligence: Ability to work with distressed or anxious patients compassionately
- Organisational Skills: Able to manage multiple tasks and maintain orderly workflow
- Confidentiality & Integrity: Handles sensitive information responsibly
- Problem-Solving: Able to act quickly when dealing with administrative and financial irregularities
- Team Collaboration: Works effectively with clinical and administrative staff
- Customer Service Orientation: Ensures patients receive a supportive and professional experience
Employment Equity Statement
Mediclinic is committed to achieving equality and diversity in the workplace. All applications will be considered, however preference will be given to applicants in accordance with the Employment Equity Plan of Mediclinic Southern Africa and internal employees meeting the minimum requirements.
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