Senior Practice Administrator at Faircape Group

• We are looking for an organised, skilled, and dynamic Senior Practice Administrator. This position is based at Tokai Estate, with oversight of our medical operations and doctors across both Tokai Estate and Faircape Health Institute in Somerset West (Heritage Manor), supporting a team of approximately 10 medical practitioners across the facilities. .
• This role plays a key part in ensuring operational efficiency, accurate billing processes, and a well-coordinated medical team environment, supporting both patient experience and the overall performance of the facility. 
• If you thrive in a dynamic and rewarding team environment, this position is for you. We are committed to continuous staff development, and maintain the highest standards of patient care.

Why Join Us?

At Faircape Health, we create an environment where healthcare professionals are supported, structured, and able to focus on delivering quality patient care.

• Above market related salaries - As we pay for excellence 
• Quarterly performance bonuses - Recognising and rewarding your contribution and impact.
• Long service leave - Acknowledging your commitment over time
• Work in a well-supported clinical environment - Our facilities are designed to support both patients and staff, with strong administrative, operational, and multidisciplinary backing in place.
• Be part of a collaborative MDT team - Work alongside experienced doctors, nurses, physiotherapists, occupational therapists, and allied professionals, all aligned to achieve the best patient outcomes.
• Structured and organised working environment - We prioritise clear processes, defined roles, and strong operational support, allowing you to work efficiently without unnecessary admin pressure.
• Opportunities for growth and development - We are committed to continuous learning, offering exposure to training, development, and evolving healthcare practices.

Key Responsibilities:

• Manage and oversee the day-to-day operations of the medical practice, ensuring all functions run efficiently and in line with established processes 
• Manage the medical officers shift rotations, on-call hours, and time-off requests, considering doctors’ preferences, contract requirement, workload, and specialty requirements to ensure coverage across all services
• Ensure effective coordination and communication between medical officers, nursing staff, allied teams, and administration to support aligned and efficient service delivery
• Drive operational efficiency within the practice by identifying and improving workflows and administrative processes to enhance patient experience and doctor productivity
• Oversee and manage the billing function, ensuring appropriate processes, controls, and standards are in place for accurate clinical coding, submissions, and revenue optimisation
• Monitor the billing workflow, working closely with the medical officers and the administrative team to ensure accuracy, resolve queries, and minimise rejections or revenue leakage
• Oversee the resolution of billing rejections, medical aid queries, and outstanding accounts, ensuring timely follow-up and minimal revenue loss 
• Monitor daily operational workflows, including admissions, discharges, and patient activity, ensuring all required documentation, summaries, and processes are completed
• Maintain and update operational trackers and reports (including billing, FIM/FAM, doctor activity, and payments), ensuring all information is accurate and up to date
• Address patient inquiries, feedback, and complaints in a professional and timely manner
• Collaborate with management to support business growth and strategic goals
• Provide reporting and insights on billing trends, doctor utilisation, and operational performance to support management decision-making
• Ensure patient files on the electronic system (Healthware) are accurately maintained and updated with all required notes and documentation 

Qualifications:

• BCom in Business Management would be an advantage
• Bachelor of Business Administration would be an advantage

Knowledge and Experience:

• Proven experience in a senior practice administration role, preferably within a medical practice.
• Proficiency in healthcare management software and electronic medical records (EMR) systems.
• Knowledge of medical billing and billing codes for a medical practice.
• Experience coordinating doctors or clinical teams, including scheduling and operational oversight, would be advantageous 

Skills and attributes: 

• Excellent administrative skills 
• Strong interpersonal skills, ability to build and maintain positive relationships with all stakeholders
• Ethical Integrity by adhering to high ethical standards and acting with integrity. 
• Adaptability: The healthcare industry is constantly evolving. Be adaptable and open to change, willing to embrace innovation and continuously improve processes to meet evolving needs.
• Problem-solving abilities. Being able to navigate through complex challenges that require innovative solutions
• Crisis Management Abilities, the ability to remain calm under pressure and effectively coordinate response efforts to ensure the safety and well-being of patients and staff.
• Excellent problem-solving skills and attention to detail.
• Ability to work collaboratively with a multidisciplinary team and handle sensitive information discreetly.
• Strong organisational and coordination skills, with the ability to manage multiple priorities and stakeholders simultaneously
• Commercial awareness with an understanding of how billing accuracy and operational efficiency impact the business

Specific Requirements:

• Clear health record.
• Clear credit and criminal record.
• Two written references.