Job Title: Medical Office Secretary / Admin Assistant
Location: Kingston, Jamaica
Employment Type: Full-time
Reports To: Office Manager / Lead Doctor

Job Overview:
Eastwood Avenue Medical Limited is seeking an entry-level Medical Office Secretary / Admin Assistant to join our dynamic team. The ideal candidate will play a vital role in ensuring the efficient operation of our medical practice, providing administrative and clinical support, and delivering exceptional service to our patients. This position is perfect for someone who is organized, friendly, detail-oriented, tech-savvy and has a passion for healthcare. 

KEY RESPONSIBILITIES

GENERAL & ADMINISTRATIVE DUTIES
Office Preparation: Ensure the office is ready for patients each morning by powering on electronic devices, opening blinds, and setting up the reception area.

 

Patient Reception: Greet patients warmly, confirm their doctor and required services, and process them through the system efficiently.

 

Appointment Management: Confirm appointments for the next workday, pull corresponding patient files/dockets, and ensure they are ready for use.

 

Document Handling: File results and other documents into patient dockets, scan, merge, and label office documents, and organize them in the filing cabinet at the end of the day.

 

Communication: Email results to patients, send medicals to insurance companies, print necessary office forms, and manage the flow of documents.

 

Call Management: Answer incoming calls promptly, screen them for relevance, and forward only urgent or important calls. Make outgoing calls as needed to patients, suppliers, or other contacts.

 

Supply Management: Request quotations, order office supplies, and ensure the office is well-stocked with necessary items.

 

Patient Engagement: Provide polite and informative updates to patients about the process and ensure they feel comfortable during their visit.

 

Payment Processing: Handle payments through the PAS system for insurance cards, as well as cash, credit, and debit card transactions.

 

ACCOUNTING DUTIES
Invoicing: Create and log invoices, as well as record expenses using QuickBooks Online.
 

Record Keeping: Print and file invoices and receipts, maintaining an organized filing system.

 

CLINICAL TASKS
Patient Measurements: Accurately measure and record patients' weight, height, and Body Mass Index (BMI).

 

Urine Analysis: Perform urine dipstick tests and document the results clearly.

 

Room Preparation: Clean and refresh examination rooms after use, including disinfecting surfaces, changing bed rolls, and replacing gowns/towels.

 

Medication Management: Organize and arrange medication samples, ensuring expired samples are removed regularly.

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Technical Competence:

Ability to operate the PAS system for insurance card processing.

 

Software Proficiency: Competence in using:
Calendly for scheduling
Microsoft Office Suite (Word, Excel) for document management
Google Apps (Drive, Chat, Gmail) for communication and file storage
PDF Merger Tools (e.g., PDFsam Basic) for document preparation
QuickBooks Online for invoicing and expense tracking
Mailchimp for communication and marketing
Daisy Health Electronic Health Record (EHR) System for Patient Record Management

 

REQUIREMENTS

Educational: Minimum High School Diploma, Associate Degree, or related healthcare diploma.

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Personal Attributes: Polite and friendly demeanour, problem-solving attitude, respect for privacy and confidentiality, and a desire to contribute to business growth.

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Healthcare Experience: Previous customer service experience in healthcare or a related field is preferred but not required.

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