Admin Assistant

Job Title: Admin Assistant (Front Desk & Billing)

Job Purpose

To provide efficient front desk reception services while ensuring accurate patient registration, billing, payment processing, and maintenance of patient records. The Admin Assistant serves as the first point of contact for patients and visitors, delivering excellent customer service and supporting the hospital’s revenue collection processes.

Key Responsibilities

Reception Duties

• Welcome patients, visitors, and other clients in a professional and courteous manner.
• Register patients and verify personal and insurance information.
• Schedule, reschedule, and confirm patient appointments.
• Direct patients and visitors to the appropriate departments or healthcare providers.
• Answer, screen, and direct telephone calls promptly.
• Respond to patient inquiries and provide accurate information about hospital services.
• Maintain the reception area in a clean, organized, and welcoming condition.
• Receive, sort, and distribute incoming correspondence and documents.
• Maintain confidentiality of patient information in accordance with hospital policies.

Billing and Financial Duties

• Generate accurate patient invoices for consultations, procedures, laboratory services, pharmacy services, and other hospital charges.
• Process patient payments by cash, mobile money, cheque, card, or other approved payment methods.
• Issue official receipts for all payments received.
• Reconcile daily collections and prepare end-of-day cash reports.
• Record billing transactions accurately in the hospital management system.
• Verify insurance details and assist in preparing insurance claims where applicable.
• Follow up on outstanding patient balances in accordance with hospital policies.
• Assist with preparation of financial reports as required.
• Maintain proper filing of billing records and supporting documentation.

Administrative Duties

• Maintain accurate patient records and update hospital databases.
• Coordinate communication between patients, clinicians, and other hospital departments.
• Assist with filing, photocopying, scanning, and document management.
• Monitor and report shortages of office and reception supplies.
• Support other administrative functions as assigned by management.

Qualifications and Requirements

Qualifications

• Diploma or Certificate in Business Administration, Health Records, Front Office Management, Accounting, Finance, or a related field.
• Training in medical billing or healthcare administration is an added advantage.

Experience

• At least 2 years’ experience in a hospital, clinic, or healthcare facility.
• Experience using hospital management systems and billing software is preferred.
• Experience handling cash and preparing financial reconciliations is an added advantage.

Knowledge and Skills

• Excellent customer service and interpersonal skills.
• Strong communication skills, both verbal and written.
• Good organizational and time management skills.
• Basic accounting and bookkeeping knowledge.
• Competence in Microsoft Office applications and hospital information systems.
• High level of accuracy and attention to detail.
• Ability to multitask and work under pressure.
• Strong ethical standards with the ability to maintain confidentiality.

Personal Attributes

• Professional appearance and conduct.
• Honest and trustworthy.
• Friendly, patient, and compassionate.
• Reliable and punctual.
• Team player with good problem-solving skills.
• Flexible and adaptable to changing work demands.