Hospital Secretary / Admin

Hospital Secretary / Admin

• Industry: Healthcare / Medical Services

• Salary Range: KSh 25,000 – KSh 35,000 monthly

• Location: Upper Hill, Nairobi, Kenya

• Employment Type: Full-Time

• Core Focus: Patient Reception, Records Management, HMIS & Insurance Claims Administration

Purpose of the Role

The Hospital Secretary/Admin serves as the primary administrative link between patients, clinical teams, and hospital management. Reporting to the Hospital Administrator, the position handles front-office reception, patient onboarding, medical records maintenance, insurance pre-authorization verification, and daily clerical operations to ensure an efficient, confidential, and empathetic patient care workflow.

Key Responsibilities

Patient Care & Front Office Operations

• Receive and welcome patients, visitors, and relatives in a compassionate and professional manner.

• Manage appointment booking registers, reschedule consultations, and coordinate patient routing to shorten clinic wait times.

• Execute complete patient onboarding procedures, including registration, bed admission processing, and discharge clearance.

• Liaise with medical staff, nurses, and laboratory personnel to maintain steady patient flow throughout the facility.

Insurance Verification & Billing Coordination

• Guide patients through the accurate completion of medical insurance claims and pre-authorization forms.

• Verify active scheme coverage, limits, and pre-approval terms with private insurers and public schemes (SHIF/NHIF).

• Collaborate with the internal billing desk to reconcile services rendered and facilitate accurate discharge invoicing.

Health Records & General Administration

• Create, update, and organize electronic and physical patient health files in strict compliance with medical confidentiality standards.

• Retrieve patient charts and diagnostic reports promptly for attending medical practitioners.

• Handle general administrative duties, including telephone inquiries, corporate email sorting, and drafting administrative correspondence.

• Monitor front-office consumables, stationery inventories, and initiate replenishment requests.

Candidate Profile

Requirements & Qualifications

• Education: Diploma or Bachelor’s Degree in Healthcare Management, Business Administration, Secretarial Studies, or a related discipline.

• Experience: Minimum 3 years of continuous administrative experience working inside a hospital, medical center, or busy outpatient clinic.

• Systems Expertise: Solid proficiency in Microsoft Office (Word, Excel, Outlook); direct hands-on experience using Hospital Management Information Systems (HMIS) is strongly preferred.

• Insurance Knowledge: Practical working understanding of Kenyan medical insurance schemes, private underwriters, SHIF pre-authorizations, and claim processing workflows.

Essential Competencies

• Customer Service: High level of empathy, active listening, and strong interpersonal communication skills.

• Data Ethics: Strict commitment to maintaining medical, personal, and financial data privacy.

• Efficiency: Strong multi-tasking skills with precise attention to detail under high patient volume.

Work Environment

• Station: Upper Hill, Nairobi, Kenya

• Nature: Full-Time (On-site clinic operations)

How to Apply

Qualified candidates meeting the criteria should submit their updated CV and application cover letter detailing their experience in hospital front-office administration to the designated recruitment email or application portal.