Administrative Assistant job at Lifelink Medical Centre Limited

JOB PURPOSE

The Administrative Assistant is the first contact for all clients/ patients who come to life link and has primary responsibility of making sure that all clients are happy and will come again.

EDUCATION, COMPETENCIES AND SKILLS REQUIRED

• Bachelor’s Degree from a recognized institution
• Good communication skills
• Able to express oneself eloquently in English
• Good interpersonal skills and friendliness
• Ability to speak or talk to others to convey information effectively.
• Be service oriented i.e., actively looking for ways to help people.
• Highly observant and able to pay attention to the environment
• Active listening skills
• Possess competence in using computer and have knowledge of MS Office
• Highly organized
• Must be able to multi-task.
• Ability to work well under stressful conditions.
• Because of the nature of this work, position requires someone pleasant, personable, patient and having a desire to be of assistance to those in need.

KEY RESPONSIBILITIES

CUSTOMER SERVICE

• Receives and welcomes clients
• Identifies clients’ needs E.g. to see the doctor, to get drugs, administrative issues etc.
• Ensures that clients are attended to as per first come first serve
• Identifies emergencies and notifies the Nurse/Doctor
• Informs clients about services provided in Lifelink and direct all clients to the different service points
• Notifies relevant staff to attend to clients.
• Follow up clients’ and update / explain to them on what they should expect at any one time
• Makes and follows up appointments for specialists and ensures that both the doctors and patients are aware of their appointment time.
• The Administrative Assistant has the overall responsibility of the front desk, receiving all incoming calls and making all the necessary outgoing calls and records them in our daily phone register, account for air time that has been handed over to him/her during his/her shift.
• Ensure that the reception area and the surrounding environment is clean, organized and tidy
• Ensures that all patients are seated comfortably as they wait to be served

RECORD KEEPING

• Ensure that all clients / patients have registered their presence.
• Ensures confidentiality of all information related to the clients, by not discussing patients ‘private information over the counter and ensuring that only life link staff are handling clients’ medical cards. Not discussing any patient’s medical information over the phone

ACCOUNTING AND BILLING

• Ensures accurate billing of services offered to clients- (All cash clients, for both OPD and walk in clients)
• Have proper accountability for all patients activated during one’s shift.

ADDITIONAL DUTIES

• Receiving incoming documents and forward them to the respective departments
• Reminders to doctors and specialists of their daily duty schedule.
• Ensure all the necessary stationary is available at the beginning of the each and every duty.
• Any other duties that may be assigned by your supervisors

KEY PERFORMANCE INDICATORS

• Awareness of what each client is waiting for.
• Management of the patient queue (Ensuring come first serve for routine cases, prioritizing emergencies, and updating clients where the queue is not being followed)
• Compliance to the customer service standards
• Timeliness of reports
• Completeness of patient billing

REPORTS

• Daily patient attendance report
• Daily Report of patients who were activated but didn’t receive services
• Customer Complaints- Feedback- Daily
• Daily Shift Challenges
• Specialists’ clinics/ attendance Reports

• Receives and welcomes clients
• Identifies clients’ needs E.g. to see the doctor, to get drugs, administrative issues etc.
• Ensures that clients are attended to as per first come first serve
• Identifies emergencies and notifies the Nurse/Doctor
• Informs clients about services provided in Lifelink and direct all clients to the different service points
• Notifies relevant staff to attend to clients.
• Follow up clients’ and update / explain to them on what they should expect at any one time
• Makes and follows up appointments for specialists and ensures that both the doctors and patients are aware of their appointment time.
• The Administrative Assistant has the overall responsibility of the front desk, receiving all incoming calls and making all the necessary outgoing calls and records them in our daily phone register, account for air time that has been handed over to him/her during his/her shift.
• Ensure that the reception area and the surrounding environment is clean, organized and tidy
• Ensures that all patients are seated comfortably as they wait to be served
• Ensure that all clients / patients have registered their presence.
• Ensures confidentiality of all information related to the clients, by not discussing patients ‘private information over the counter and ensuring that only life link staff are handling clients’ medical cards. Not discussing any patient’s medical information over the phone
• Ensures accurate billing of services offered to clients- (All cash clients, for both OPD and walk in clients)
• Have proper accountability for all patients activated during one’s shift.
• Receiving incoming documents and forward them to the respective departments
• Reminders to doctors and specialists of their daily duty schedule.
• Ensure all the necessary stationary is available at the beginning of the each and every duty.
• Any other duties that may be assigned by your supervisors

• Good communication skills
• Able to express oneself eloquently in English
• Good interpersonal skills and friendliness
• Ability to speak or talk to others to convey information effectively.
• Be service oriented i.e., actively looking for ways to help people.
• Highly observant and able to pay attention to the environment
• Active listening skills
• Possess competence in using computer and have knowledge of MS Office
• Highly organized
• Must be able to multi-task.
• Ability to work well under stressful conditions.
• Pleasant, personable, patient and having a desire to be of assistance to those in need.

• Bachelor’s Degree from a recognized institution