Job Title: Half-Day Medical Administrator
Job Opening ID: ZR_17711_JOB
Job Type: Permanent
Employment Type: Part-Time
Working Hours: 20 Hours Per Week
Work Schedule: Monday to Friday
Location: Remote (Work From Home)
Industry: Medical Equipment / Healthcare
Salary: R18 000 Per Month
Date Posted: 03 November 2026
About the Half-Day Medical Administrator Opportunity
An established corporate healthcare provider is looking for a highly organised, professional and detail-oriented individual to join its team as a Half-Day Medical Administrator. This is a permanent, part-time remote opportunity offering candidates the flexibility of working from home while supporting important healthcare administration and patient coordination functions.
The successful candidate will work approximately 20 hours per week, from Monday to Friday, providing administrative assistance, managing patient communications, coordinating appointments and supporting the daily operations of the organisation.
Although the position is fully remote, applicants must be available to work during scheduled hours that overlap with Irish business hours. This is important to ensure effective communication with corporate patients, healthcare professionals, clinics and other stakeholders.
The position offers a monthly salary of R18 000 and provides an opportunity to become part of an innovative healthcare environment that values operational efficiency, professional service delivery and continuous improvement.
The organisation is looking for someone who can confidently manage administrative responsibilities, communicate professionally with patients and stakeholders, and work independently without requiring constant supervision.
About the Role
The Half-Day Medical Administrator will serve as a central administrative contact for corporate patients and other stakeholders. The role involves managing appointment bookings, maintaining accurate patient records, responding to enquiries and ensuring that administrative processes are completed efficiently.
A major responsibility will be coordinating patient appointments and managing clinic diaries to ensure that available appointment slots are used effectively. This includes sending appointment reminders, handling cancellations, arranging alternative appointment times and following up with patients who miss scheduled sessions.
The successful candidate will also assist with treatment plan administration, medical and dental insurance pre-authorisations, insurance quotations and claims submissions. This requires strong attention to detail and the ability to work with confidential healthcare information.
In addition to routine administration, the position offers an opportunity to contribute towards improving existing systems and processes. The organisation encourages the use of artificial intelligence tools to simplify administrative tasks, improve patient communication and support operational efficiency.
During the initial handover period, the successful candidate will work closely with senior operations management to understand the organisation’s systems, procedures and expectations. Once training and handover have been completed, the individual will be expected to take full responsibility for managing daily administrative workflows independently.
Key Responsibilities
Patient Administration and Front-of-House Coordination
• Serve as the primary administrative contact for corporate patients through email, telephone calls and messaging platforms.
• Respond to general patient enquiries in a professional, friendly and timely manner.
• Manage appointment bookings, cancellations, rescheduling and other diary adjustments.
• Ensure that patients receive accurate information regarding their appointments and administrative arrangements.
• Maintain professional communication with patients while ensuring a positive service experience.
• Coordinate communication between patients, clinics and relevant healthcare professionals.
Appointment Scheduling and Diary Management
• Manage clinic appointment diaries to maximise available appointment slots and improve operational efficiency.
• Send appointment confirmations and reminders to patients ahead of scheduled consultations.
• Monitor appointment schedules and identify potential gaps or scheduling conflicts.
• Follow up with patients who fail to attend scheduled appointments.
• Arrange alternative appointment dates and times where necessary.
• Maintain accurate appointment records and ensure that changes are communicated to the relevant parties.
• Support efforts to reduce missed appointments and improve overall clinic attendance.
Treatment Plan Enquiries and Patient Support
• Respond to non-clinical enquiries relating to treatment estimates, payment arrangements and appointment scheduling.
• Assist patients with administrative questions regarding their treatment plans.
• Communicate relevant treatment and payment information based on approved clinical documentation.
• Ensure that clinical questions, medical concerns and treatment-related advice are referred to qualified healthcare professionals.
• Maintain clear communication between patients and the clinical team.
• Handle sensitive enquiries with professionalism, patience and discretion.
Medical Insurance Pre-Authorisations and Claims Administration
• Prepare medical or dental insurance pre-authorisation submissions using information provided in approved clinical treatment plans.
• Assist with preparing insurance quotations and supporting documentation.
• Submit insurance claims to the relevant providers in accordance with established procedures.
• Monitor outstanding claims and follow up on pending submissions.
• Ensure that the required supporting documents are included with each submission.
• Maintain accurate records of claims, approvals and outstanding insurance matters.
• Communicate administrative updates regarding insurance submissions to relevant stakeholders.
Stakeholder Communication and Inbox Management
• Manage the organisation’s central service inbox and ensure that incoming correspondence is handled efficiently.
• Respond to routine administrative enquiries from patients, clinics and corporate stakeholders.
• Monitor incoming communications and prioritise matters according to urgency.
• Escalate complex contractual, billing and operational matters to senior management.
• Maintain professional working relationships with internal and external stakeholders.
• Ensure that important messages and outstanding enquiries receive appropriate follow-up.
Administrative Reporting and Performance Tracking
• Maintain daily treatment logs and administrative records.
• Update incentive trackers and other operational spreadsheets.
• Prepare weekly and monthly reports covering appointment bookings, clinic attendance and diary utilisation.
• Monitor appointment volumes and identify patterns that may affect clinic performance.
• Ensure that administrative information is accurate, complete and regularly updated.
• Provide management with relevant information to support operational planning and decision-making.
Artificial Intelligence and Process Improvement
• Use artificial intelligence tools to assist with drafting professional correspondence and administrative communications.
• Apply AI platforms to summarise documents and organise relevant information.
• Assist with preparing and updating standard operating procedures.
• Identify opportunities to improve existing administrative processes through technology.
• Work collaboratively with software developers to improve patient communication systems and administrative workflows.
• Support the introduction of automation tools that can reduce repetitive administrative tasks.
• Maintain appropriate oversight of AI-generated content and ensure that confidential patient information is only handled through approved systems.
Data Protection and Confidentiality
• Maintain accurate and confidential patient and corporate records.
• Follow established information governance policies and data protection procedures.
• Ensure that patient information is handled securely across approved software platforms.
• Maintain compliance with applicable GDPR requirements.
• Avoid unauthorised sharing, disclosure or misuse of confidential information.
• Exercise discretion when communicating sensitive patient and business information.
Minimum Requirements
Interested candidates should demonstrate the following qualifications, skills and experience:
• Previous experience in front-of-house administration, patient coordination, customer service or general office administration.
• Excellent written and verbal English communication skills.
• Professional telephone etiquette and the ability to communicate confidently with different stakeholders.
• Good computer literacy and experience using Microsoft Office applications.
• Practical knowledge of Microsoft Outlook, Word, Excel and Teams.
• Experience using artificial intelligence tools for drafting, summarising information and improving administrative processes.
• Strong organisational and time-management skills.
• Ability to manage multiple administrative tasks and enquiries simultaneously.
• Excellent attention to detail when handling patient records and administrative documentation.
• Ability to work independently and manage daily responsibilities in a remote working environment.
• Good problem-solving skills and the ability to identify matters requiring management intervention.
• High levels of professionalism, discretion and confidentiality.
• Ability to work Monday to Friday during scheduled hours that overlap with Irish business hours.
Advantageous Requirements
Although not all these requirements may be essential, candidates with the following experience may have an advantage:
• Previous experience working in a dental practice, medical facility, healthcare organisation or clinical administration environment.
• Experience preparing medical or dental insurance quotations.
• Knowledge of medical aid or health insurance claims processes.
• Experience with insurance pre-authorisation submissions.
• Familiarity with dental or medical practice management software.
• Experience managing patient appointment systems and clinical diaries.
• Knowledge of GDPR regulations and healthcare data protection requirements.
• Experience using workflow automation platforms.
• Previous collaboration with software developers on system improvements or integrations.
• Experience preparing operational reports and monitoring administrative performance.
Required Computer and Software Skills
The successful candidate should be comfortable using the following applications:
• Microsoft Excel
• Microsoft Outlook
• Microsoft Teams
• Microsoft Word
Daily use of artificial intelligence tools is also required. Candidates should be comfortable using AI technology to improve productivity, prepare correspondence, summarise information and support administrative processes.
Experience with healthcare practice management software and automation platforms will be an added advantage.
Salary and Benefits
The successful candidate will receive a monthly salary of R18 000 for this permanent, part-time position.
Additional benefits and opportunities include:
• Permanent employment within an established healthcare organisation.
• Fully remote working arrangements, allowing the successful candidate to work from home.
• A part-time working schedule of approximately 20 hours per week.
• Working from Monday to Friday.
• A certified Great Place to Work environment.
• Dedicated one-on-one training and operational handover support from the Corporate and Clinical Operations Manager.
• An opportunity to work within an innovative organisation that embraces modern technology.
• Exposure to artificial intelligence tools and administrative automation.
• A collaborative working environment that encourages new ideas and continuous improvement.
• Opportunities for additional responsibilities and potential role expansion as the corporate healthcare service grows.
Important Information for Applicants
The employer acknowledges the time and effort candidates invest when applying for employment opportunities. However, due to the anticipated volume of applications, individual responses may not be possible for every applicant.
The organisation has indicated that candidates with at least three years of relevant work experience have the highest placement success.
Applicants who have taken career breaks due to parenting responsibilities are encouraged to apply, as parenting breaks will not count against their applications.
If you do not receive feedback within 21 days of submitting your application, it means the employer has been unable to proceed with your application for this particular position.
How to Apply
Interested and suitably qualified candidates are encouraged to submit their applications through the official recruitment platform.
Before applying, ensure that your CV clearly highlights your administrative experience, communication skills, computer literacy and ability to work independently.
Candidates with previous healthcare administration experience should highlight their exposure to patient coordination, appointment scheduling, insurance claims and medical practice management systems.
It is also advisable to demonstrate familiarity with artificial intelligence tools, Microsoft Office applications and remote working arrangements.
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