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Practice Administrator

Remote:

Full Remote

Contract:

Full time

Experience:

Mid-level (2-5 years)

Work from:

South Africa

Offer summary

Qualifications:

Previous healthcare administration experience, Familiarity with QuickBooks or similar software.

Key responsabilities:

Manage clinic operations
Coordinate patient scheduling and billing
Maintain patient records and ensure compliance
Support marketing efforts and liaise with external partners

Talent Shore https://talent-shore.com

51 - 200 Employees

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Job description

Job Title: Practice Administrator

Location: South Africa- Remote

8:30 am - 4:30 pm UK hours

Our client is a leading physiotherapy clinic in Horley, dedicated to providing exceptional care and rehabilitation services. The team specialises in musculoskeletal (MSK) therapy, sports injuries, and community physiotherapy. Who prides itself on delivering personalised treatment plans that enhance the well-being of the patients.

Job Overview:

We are seeking a highly organised and proactive Practice Administrator to join the team.

The successful candidate will manage the day-to-day operations of the clinic, ensuring smooth and efficient service delivery. This role involves coordinating diaries, handling patient enquiries, managing financial records, and liaising with insurance and intermediary companies.

Key Responsibilities:

Diary Management

Manage the weekly diaries for both the Community Team and the MSK (Musculoskeletal) team.
Schedule, cancel, and rearrange appointments or events in the Jane system.
Confirm upcoming Community appointments by making phone calls and sending emails every Thursday.

New Patient Management

Handle enquiry phone calls and reply to enquiry emails.
Send registration and Sharing of Information (SOI) forms to new patient enquiries.
Update the enquiries spreadsheet and upload new patient forms and documents.

Patient Scheduling and Management

Oversee the scheduling of patient appointments, including follow-ups, rescheduling, and cancelations.
Generate and distribute a daily list of patients seen, including details like
appointment times, associated costs, and treating physiotherapists.

Google Reviews and Patient Satisfaction

Maintain the Google Reviews spreadsheet and send review request emails.
Conduct patient satisfaction surveys and analyse feedback for service improvements.

QuickBooks and Financial Management

Upload invoices to QuickBooks, ensuring accuracy.
Reconcile incoming payments and outgoing expenses in QuickBooks.
Chase outstanding invoices and check off payments received.
Prepare monthly, quarterly, and annual financial reports, including income statements and balance sheets.

Insurance and Intermediary Company Liaison

Coordinate patient referrals, schedule appointments, and manage related patient information with intermediary companies.
Update intermediary portals with patient appointment dates and ensure completion of required reports (Initial Assessment, Interim, and Discharge).
Monitor and ensure patients are treated according to authorised sessions.

Billing and Payment Processing

Manage billing processes, including generating bills, sending payment reminders, and processing payments.
Submit and track insurance claims, following up on unpaid claims.

Patient Record Management

Maintain and update patient records, including intake forms, treatment plans, and
progress notes.

Customer Service

Handle patient enquiries, resolve complaints, and ensure a positive patient experience.

Staff Coordination and Communication

Coordinate staff schedules and tasks, facilitate communication, and organise staff meetings.
Assist in training and onboarding new staff members, ensuring they are familiar with practice policies and procedures.

Data Analysis and Reporting

Analyse patient and financial data to identify trends and areas for improvement.
Update the patients seen spreadsheet and monitor performance metrics.

Compliance and Documentation

Ensure the practice adheres to healthcare regulations and maintain proper documentation for audits.

Marketing and Outreach

Support marketing efforts by updating the practice’s website, managing social media, and coordinating community outreach programmes.
Liaison with External Vendors and Partners
Manage relationships with vendors, suppliers, and partners, including contract negotiations and ensuring timely payments.