Kelebogile Lovedelia Magwaca

• Knowledge of MEDICOM and SAP system, for registration/admission/transfers/discharge/appointments of patients.
• Ensuring that all patients are producing all necessary/required documents e.g ID book ,proof of address, asylum seeker, passport, refugee paper, birth certificate, transfer/referral form, pension card proof of income UIF, Bank statement, medical aid, and SASSA card etc. When coming to hospital to ensure accurate data capturing and updating patients details especially when there are changes in address and contact details for collection of revenue.
• Ensuring that all medical aid patients are sent to verification office to ensure that funds are available and facilitate proper classification and re-classification of patients using GPF4 and tick sheet ,and sustain internal controls in ensuring revenue collection.
• Managed calendars and scheduled appointments to maintain smooth flow of operations.
• Making copies for all documentary proof or support of patients when they come to visit hospital for filing and records purposes and for Auditor general request.
• PACS is digital system which helps doctors to view X-rays that where done in Radiology department,

- In PACS there is a system called XIRIS whereby, as an Admin clerk capture procedures to be done on patients that will reflect in CT Scan, Ultrasound, X-rays, Angio, MRI, Gastro and Mammogram rooms having accession number for radiographer to trace and perform procedure.

• We also print reports using XIRIS system for referred patients from different hospitals
• Ensuring downtime is captured immediately when system is live or back.
• Color coding at all times for filing X-ray packets and request forms e.g Emergencies, GA`s and ASAP list.
• Addressing patient queries in line with Batho Pele principles.
• Retrieving file when there are litigations for perusal.
• Ensuring that all patients are strictly following PAIA system when requesting file for their own use for confidential purpose.
• Interacted with customers by phone, email, or in-person to provide information.
• Promptly received and forwarded incoming communications, such as phone calls, emails and letters, to appropriate staff.
• Provided quality clerical support through data entry, document management, email correspondence, and overseeing operation of office equipment.
• Reviewed files, records and other documents to obtain information to respond to requests.
• Maintained filing system and organized customer documents for easy retrieval of information.
• Monitored office supplies and made arrangements for restocking of low-stock items.
• Kept office supplies well organized and sufficiently stocked, placing orders promptly to replenish materials before depleted.
• Work independently with minimal supervision.
• Ability to work under pressure.

• Daily identifying RAF patients and collecting incident forms from admission point and if not readily available ,call patient and fill one.
• Copies of trauma unit registers are made on daily basis and Follow up on all outstanding incident forms and RAF1 files.
• Making follow ups on all patients that came as unknowns and updating information on SAP system,
• Ensuring information on incident form is accurate and making copies of all relevant documents for billing purpose.
• Spreadsheet is made for all RAF1 files plus incident forms and are sent to billing department.
• Patients are called telephonically to fill in the incident form or come in physical to sign the document.
• Request files from medical records in case it went to records before being copied.
• Culling of files.
• Reviewed files, records and other documents to obtain information to respond to requests.
• Maintained filing system and organized customer documents for easy retrieval of information.

• Ensure that all guidelines and government policies like UPFS,ITC,Procedure manual,PFMA,Batho Pele Principles,Patient`s Rights,Customer care services,Six ministerial priorities,Disciplinary Procedure and other patient administration related documents/policies are adhered to, all time to ensure full compliance of government employees.
• Ensuring that registration of patients, and classification are given in accordance with prescript of patient`s administration and queues are well monitored and managed in line with quality standard.
• Facilitate proper classification and re-classification of patients and sustain internal controls in ensuring revenue collection.
• Ensuring proper updating of patients information on MEDICOM/SAP system.
• Manage office supplies and stationery.
• Provide leadership and render advice to clerical personnel and co-ordinate their activities.
• Train patient admin staff and conduct meetings.
• To compile staff attendance statistics of department, as required by management in form of deliverology.
• To attend all queries of department and disputes if arise and report to management.
• Compiling of spreadsheet and making copies of X-ray forms for RAF (PH) patients seen in orthopaedic clinic, OPD copies for private foreign patient for billing, IOD and G111 forms with EM number date to correspond with outpatient visit, then send files for ICD10 coding and stats for billing purposes.
• Weekly stats for all classification categories of patients who attended orthopedic clinic.
• Ensuring proper billing classification is captured during downtime and that spot checks are done.
• Ensuring downtime books must be fully completed, checked and signed.
• To compile monthly stats for downtime and submit to management.