About Company
The Mombasa Hospital is a leading private healthcare institution in Kenya’s coastal region, dedicated to providing exceptional medical care and promoting community well-being. With a rich history spanning over a century, we are renowned for our state-of-the-art facilities, compassionate patient care, and a team of highly skilled medical professionals. We pride ourselves on our unwavering commitment to clinical excellence, ethical practices, and fostering a supportive environment for both our patients and our staff. Joining The Mombasa Hospital means becoming part of a legacy of healing and innovation, contributing to a vital service that impacts countless lives daily. Our mission is to deliver comprehensive, high-quality, and accessible healthcare services, ensuring every patient receives the attention and care they deserve in a setting that prioritizes their comfort, safety, and recovery. We believe in nurturing talent and providing opportunities for growth within our esteemed institution.
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Job Description
Are you a highly organized, empathetic, and detail-oriented individual with a passion for customer service in a healthcare setting? The Mombasa Hospital is seeking a dedicated Medical Clinic Receptionist & Administrative Assistant to join our dynamic and patient-focused team. This pivotal role serves as the first point of contact for our patients, creating a welcoming and efficient experience from the moment they arrive. You will be instrumental in managing patient flow, scheduling appointments, handling diverse inquiries, and providing crucial administrative support to our medical staff.
Beyond the front desk, this role requires a proactive approach to maintaining accurate and confidential patient records, assisting with billing processes, and ensuring the smooth and efficient operation of our clinic’s administrative functions. The ideal candidate will possess excellent verbal and written communication skills, a professional and reassuring demeanor, and the ability to multitask effectively in a fast-paced medical environment. Your contribution will directly impact patient satisfaction and the overall efficiency of our clinic, making this a truly rewarding position for someone committed to making a tangible difference in healthcare delivery. We are looking for someone who thrives on helping others, meticulously maintains confidentiality, and is eager to uphold the high standards of care and professionalism synonymous with The Mombasa Hospital. This role is essential to our daily operations and plays a critical part in ensuring our patients feel valued and well-cared for.
Key Responsibilities
- Warmly greet and check-in patients upon arrival, ensuring a positive first impression and seamless registration process.
- Efficiently manage the appointment schedule, including booking, rescheduling, and confirming patient appointments via phone and in person.
- Answer multi-line phone systems promptly, direct calls appropriately, and provide accurate information to patients, visitors, and other stakeholders.
- Register new patients and meticulously update existing patient demographic, insurance, and medical history information with precision and confidentiality.
- Process patient payments, explain billing procedures clearly, and liaise with the billing department for complex inquiries or issues.
- Maintain organized and confidential patient records, both physical and electronic (EMR), ensuring strict compliance with all privacy regulations (e.g., HIPAA equivalents).
- Prepare examination rooms, ensuring they are clean, stocked with necessary supplies, and ready for patient use between appointments.
- Assist with a wide range of general administrative duties such as filing, faxing, scanning documents, and managing incoming/outgoing mail and correspondence.
- Handle patient inquiries and concerns with empathy, professionalism, and discretion, resolving issues independently or escalating them to appropriate personnel when necessary.
- Collaborate effectively with doctors, nurses, medical technologists, and other clinic staff to ensure seamless patient care coordination and workflow efficiency.
- Maintain a tidy and professional reception area, ensuring a comfortable environment for patients and visitors.
Required Skills
- Excellent verbal and written communication skills in both English and Swahili.
- Proficiency in using standard office software (MS Office Suite – Word, Excel, Outlook).
- Strong organizational abilities and exceptional time management skills.
- Outstanding interpersonal and customer service skills with a patient-centric approach.
- Ability to handle sensitive and confidential information with the utmost discretion and integrity.
- Demonstrated problem-solving capabilities and meticulous attention to detail.
- Ability to multitask effectively and maintain composure while working under pressure in a busy medical environment.
- A compassionate, empathetic, and professional demeanor when interacting with patients and colleagues.
Preferred Qualifications
- Previous experience (1-2 years) in a medical reception, front office, or administrative role within a healthcare setting.
- Familiarity with Electronic Medical Record (EMR) systems and patient scheduling software.
- Basic knowledge of medical terminology, common healthcare procedures, and billing processes.
- Certificate or Diploma in Front Office Operations, Business Administration, Healthcare Administration, or a related field.
Perks & Benefits
- Comprehensive health insurance package for you and your dependents.
- Generous paid time off, including annual leave and sick days.
- Opportunities for professional development, continuous learning, and career advancement within a leading hospital.
- A supportive, collaborative, and inclusive work environment.
- Contribution to a highly reputable and impactful healthcare institution dedicated to community well-being.
- Employee wellness programs and initiatives.
How to Apply
Interested and qualified candidates are encouraged to apply by clicking on the application link below. Please ensure your resume highlights your relevant experience and skills.
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