Medical Practice jobs in Woodmead, Gauteng

We are seeking a full-time, highly organised Medical Administrative Assistant to join our psychiatric practice. You will be the first point of contact for our patients, managing daily office operations, scheduling, and billing systems. The ideal candidate balances high efficiency with strong empathy, professional maturity, and a deep understanding of the boundaries required in a mental health environment.

Key Responsibilities

Patient Communication & Enquiry Handling

• Screen incoming enquiries and manage patient expectations with clear, professional communication.
• Provide direct feedback on general administrative and clinical-administrative queries (including PMB/CIB).
• Take accurate messages for the Psychiatrist, accounts department, and others.
• Manage reception duties, greeting patients and providing a welcoming front-desk environment.

Patient Scheduling & Diary Management

• Book and schedule patient appointments with high data entry accuracy and integrity.
• Send WhatsApp reminders to patients to confirm upcoming appointments and reduce no-shows.
• Maintain a daily overview of the practice diary to optimize patient flow and doctor availability.
• Enter procedure and ICD-10 codes accurately into the diary system.

Billing & Claims Administration

• Process PMB (Prescribed Minimum Benefits) and CIB (Chronic Illness Benefits) applications.
• Submit and process simple medical aid claims through GoodX software.
• Check paid accounts to track practice income and monitor outstanding balances.

Records & File Management

• File digital records and confidential patient documents directly onto GoodX.
• Organize and maintain manual physical filing systems.
• Securely shred sensitive documents to strictly protect patient privacy.

General Practice Operations & Improvement

• Support the daily running of the practice during peak, busy periods.
• Assisting in automating processes, being able to assist with website updates, auto-replies, and communication templates, to improve efficiency will be highly advantageous.
• Maintain practice hygiene to ensure a clean, sanitized, and professional clinical environment.

Job Requirements & Skills

Matric Certificate Required

Proficient in Reading and Writing English and Afrikaans

Administrative & Interpersonal Excellence

• Strong Administrative Skills: Exceptionally organized, neat, and highly efficient in task management.
• Professionalism & Maturity: Demonstrates a high level of maturity and polished professionalism in all interactions with patients and internal staff.
• Customer Service: Previous experience in a customer-facing or client service role is highly advantageous.

Location & Eligibility

• Location Constraint: Must currently live in Pretoria with reliable transport to commute to the practice daily.

Mental Health Skills & Ethics

• Strict Confidentiality: Absolute adherence to POPIA and medical privacy regulations; maintaining total patient discretion at all times.
• High Empathy & Emotional Intelligence: Ability to interact warmly and compassionately with patients who may be experiencing mental health challenges or distress.
• Strong Professional Boundaries: Ability to firmly, consistently, and politely enforce practice boundaries, policies, and appointment protocols.

Technical Adaptability

• Systems Agility: Proven ability to quickly learn new technology and adapt to modern digital software systems.
• Software Proficiency: Capacity to master GoodX medical software, WhatsApp Business, and basic automated communication tools.

Soft Skills

· Thick Skin & Non-Personalisation The receptionist must not absorb blunt communication or take direct delivery personally. An autistic or highly literal doctor often communicates with straightforward efficiency rather than neurotypical social padding. A candidate with strong emotional boundaries interprets direct feedback as simple data rather than criticism, keeping working relationships smooth and friction-free.

· Extreme Patience & De-escalation Skills Working at the front line of a psychiatric practice means encountering patients experiencing distress, anxiety, or neurodivergent sensory overload. The receptionist needs deep patience to remain composed, calm heightened emotions, and protect both the doctor’s schedule and the waiting room environment without showing frustration.

· Literal, Unambiguous Communication To work effectively with a direct, serious clinician, the receptionist must communicate concisely and literally. They need to translate complex patient needs into clear, actionable bullet points without adding fluff, ambiguity, or implicit assumptions, while also acting as a gentle "buffer" when relaying information back to sensitive patients.

· High Composure Under Pressure (Patient-Centered Prioritization) In a high-stress environment, urgent requests and unpredictable patient behaviors occur constantly. The ideal receptionist keeps their cool, triages priorities on the fly, and maintains a warm, patient-first attitude even when multitasking under heavy administrative strain.

Employment Details

• Type: Full-time. Monday to Thursday from 7:15 to 16:00 and Fridays from 7:15 to 12:00.
• Remuneration: R10 000 to R12 000 per month (depending on experience)
• Location: On-site (135 Gerhard Str, Die Hoewes, Centurion)

How to Apply

If you meet the criteria and are passionate about supporting a vital mental health service, please send your CV in PDF format to support@drprinsloo.co.za.

Pay: From R11 000,00 per month

Work Location: In person