MEDICAL ADMINISTRATOR (Rimon Health)
Purpose of the Job
The Medical Administrator provides comprehensive administrative, scheduling, and client-coordination support across Rimon Health’s community primary health care services to ensure smooth day-to-day functioning. As the first point of contact for community members, they facilitate timely access to care through efficient membership management, appointment management, patient communication, and coordination with clinicians, transport services, and external health partners. The role includes responsibility for membership onboarding, digital system management, accurate record-keeping and reporting, and clinical support logistics. By upholding SOPs, maintaining efficient patient flow, and supporting integrated care pathways, the Medical Administrator plays a critical role in preventing fragmented care and enabling a high-quality, person-centred primary healthcare experience. The ideal candidate thrives in a fast-paced healthcare environment and enjoys supporting both patients and clinicians.
Role and Responsibilities
Front-Office & Membership Administration
- Welcome patients, manage intake and renewal processes, update demographics and confirm membership eligibility and status.
- Capture, file and maintain all membership and consent documentation.
- Provide new patients with guidance on processes, expectations, and navigation of services.
Appointment Scheduling & Digital Systems
- Manage bookings for GPs, ClinAs, allied professionals and visiting/external healthcare partners.
- Use digital tools (Google Calendar, GoHighLevel, WhatsApp bot) to schedule and update appointments. Coordinate schedules with involved staff.
- Track incoming WhatsApp and phone messages and escalate appropriately and timeously.
- Maintain patient flow and assist with daily clinic readiness.
MDT & Care Coordination Support
- Assist clinicians by coordinating referrals, facilitating authorisation, sending documentation, and arranging allied/specialist appointments.
- Communicate with visiting/external providers (hospitals, specialist, optometry, audiology, dental).
- Track test results, follow-ups and ensure closed-loop communication.
- Provide administrative support during MDT meetings, including preparation of agendas, notes, and follow-up tracking.
Transport & Logistics
- Arrange patient transport and coordinate timing with the clinical team. Communicate logistics clearly with clients and caregivers.
Communication & Patient Support
- Manage email, phone, SMS and WhatsApp communication with empathy and professionalism. Send appointment reminders, confirmations and follow-up messages. Escalate concerns or complex issues to clinical leadership.
- Manage compliments, compliants, penalties and rewards processes.
Record Keeping, Data & Compliance
- Maintain accurate records, logs, registers and electronic files (EMR).
- Support quality audits, POPIA compliance and data reporting.
- Assist with preventative screening recalls and chronic care reminders.
- Maintain incident, complaint, compliment, and QI logs.
Operational Support
- Monitor stock levels for admin/clinical supplies and keep clinic spaces organised and prepared for daily operations.
- Support implementation of new processes and digital tools.
Qualifications and Education Requirements
- Matric (admin/secretarial or healthcare admin qualification advantageous)
- Experience in medical or allied health administration preferred
Preferred Skills
- Strong digital literacy (Familiarity with EMR and booking systems – GHL – advantageous)
- Understanding of ICD-10 and basic coding
- Confidentiality and compliance with POPIA and ethical standards
- Telephone and email communication etiquette
- Coordination between patients, clinicians, and medical staff
- Time management and multitasking in a busy environment
- Attention to detail and accuracy
- Problem-solving and conflict resolution
- Professionalism, reliability, and discretion
- Basic understanding of clinical workflows and healthcare procedures
- Excellent organisational and communication skills
- Ability to manage sensitive information with professionalism
- Compassionate, patient-centred and able to work across age groups