Clinic Ops Administrator

Clinic Administrator

Job Summary

The Clinic Administrator is responsible for overseeing the day-to-day administrative, operational, and patient service functions of the clinic. The role supports efficient clinic operations, accurate billing and insurance processing, effective inventory management, and compliance with applicable healthcare and data protection requirements.

Key Responsibilities

1. Clinic Operations & Appointment Management

• Coordinate patient schedules, registrations, follow-up appointments, and enquiries.
• Support doctors and clinical staff to ensure smooth patient flow and efficient clinic operations.
• Maintain an organised and professional clinic environment.

2. Billing, Insurance & Claims

• Handle patient billing, payment collection, and issuance of receipts.
• Perform insurance eligibility and coverage verification.
• Prepare, submit, and follow up on insurance claims, including rejected or outstanding claims.
• Maintain accurate records of invoices, petty cash, expenses, and payments.
• Basic reconciliation and administrative financial reporting.

3. Inventory & Supplies

• Monitor stock levels of medical supplies, pharmaceuticals, consumables, and office supplies.
• Coordinate replenishment and purchasing to maintain adequate stock levels.
• Monitor product expiry dates and maintain appropriate inventory records.
• Liaise with suppliers regarding orders and deliveries.

4. Compliance & Medical Records

• Maintain accurate and confidential patient and medical records.
• Ensure appropriate handling of personal and medical information in accordance with applicable healthcare regulations and data protection requirements.
• Support clinic documentation, record retention, and administrative compliance processes.
• Assist with internal audits and regulatory documentation where required.

5. Patient Relations & Customer Service

• Attend to patient enquiries through telephone, messaging platforms, email, and in person.
• Manage patient feedback and complaints professionally and escalate issues where appropriate.
• Coordinate with patients, insurers, hospitals, laboratories, pharmacies, and other healthcare providers as required.

Qualifications & Requirements

Education

• Diploma in Healthcare Administration, Business Administration, or a related discipline.
• Candidates with relevant specialist clinic experience and demonstrated competency may also be considered.

Experience

• At least 1–5 years of administrative experience in a clinic, medical centre, specialist practice, or healthcare environment.
• Experience in a specialist or private medical clinic would be advantageous.

Skills & Competencies

• Proficiency in Plato Clinic Management System or similar clinic management software.
• Experience with insurance claims processing and patient billing.
• Good administrative, organisational, and documentation skills.
• Basic financial literacy, including invoicing, petty cash, payment tracking, and reconciliation.
• Strong communication and customer service skills.
• Able to multitask and work independently in a fast-paced clinic environment.
• High level of professionalism, discretion, and confidentiality.