Reception Supervisor - Clinix Health Group

The purpose of the position is to plan and coordinate the hospital’s Reception and Admissions function. The incumbent is accountable for ensuring an efficient and time-sensitive admissions process by CHG standards.

Minimum Job responsibilities:

Process: Oversight of Efficient Admissions and Reception process

• Ensure excellent level of customer and patient service across the reception team
• Ensure the hospital’s reception area is fit for operation in respect of amenities
• Check and ensure all admission forms are correct and up to date
• Ensure all Reception and Admissions Protocols and Standard Operating Procedures are understood and adhered to by all reception staff
• Ensure the hospital reception area is safe for staff, customers and patients daily by adhering to CHG health and safety policies
• Ensure reception staff follows correct procedures for admissions
• Develop, implement and monitor all reception systems and controls
• Develop and implement a seamless workflow for the Reception
• Coordinate work with reception staff to ensure the reconciliation of the number of patients admitted to the SAP in-patient list
• Coordinate with reception staff to ensure all daily tasks are completed (i.e., appropriate authorisations for admitted patients, completed eligibility checks, registration of new-born babies with medical schemes and the correct after-hours discharge of patients)
• Ensure non-validation and error messages from validation checks are escalated for follow-ups and issue resolution
• Coordinate the work of porters

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Stakeholder Management: Build good working relationships:

• Work collaboratively with colleagues, build sound relationships and ensure good communications
• Engage with doctors and unit managers regarding required documentation, bed allocations and ward movements
• Consistently engage with the Billings and Case Management departments regarding new-born registrations, suspensions or decline of authorisations
• Ensure knowledge and advice is technically accurate and provide stakeholders with relevant information to keep them informed
• Ensure timeous resolution of queries and complaints and take ownership of issues
• Maintain contact with other social service agencies and healthcare providers involved with clients to provide information and obtain feedback on the client’s overall situation and progress

People: Coordinate, monitor and supervise the performance of direct reports

• Clearly define goals and objectives and provide direction, coaching and regular feedback
• Ensure performance contracts are implemented and that performance reviews are conducted
• Ensure timesheets, leave, and travel requests are submitted and approved timeously
• Ensure compliance with all HR policies, procedures and standards
• Ensure conflict resolution and respond to any complaints or concerns
• Support skills development and transfer initiatives
• Ensure that all team members are competent to deliver the outputs of their jobs within a specified time after being appointed in the position
• Ensure knowledge transfer among peers
• Ensure all direct reports utilise approved systems
• Roster all staff shifts and manage staff absences

Finance: Reduce costs and waste:

• Monitor costs or expenses to achieve cost efficiencies and reduce waste
• Manage financial risk by ensuring the collection of co-payments and private patient estimates
• Ensure daily engagement with the Finance team regarding banking according to CHG’s cash management standards
• Extend the life of equipment, machinery, PPE and tools through good housekeeping

Reporting: Provide feedback to be used in reports

• Ensure complete, timeous and accurate reporting with appropriate levels of escalation to enable effective decision-making
• Submit feedback to the line manager as requested
• Use systems optimally for data management

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• NQF Level 6 (Office Administration / Secretarial Courses)
• 3 years experience in a similar environment
• Previous experience in a hospital is advantageous
• People management experience is advantageous
• Computer Literacy