Practice Manager – Specialist Paediatric Medical Practice

About The Organisation And The Role

Dr Raphaela is a specialist paediatric practice in the Cape Town CBD focused on neurodevelopmental medicine. The practice supports children and adolescents with developmental, learning, attention, behavioural and related needs, working closely with their families, schools and allied healthcare teams.

Full-time, Permanent, Work

Cape Town

Posted 5 days ago

Dr Raphaela is looking for a warm, capable and highly organised Practice Manager to run the day-to-day front office and administrative operations of the practice and act as the doctor’s right hand. This is a broad, hands-on role combining sensitive patient liaison with diary management, billing and medical aid claims, practice correspondence, stock and compliance, clinical support and personal assistance to the doctor.

• Diary and scheduling management
• Manage the doctor’s clinical and wider diary, scheduling the correct appointment types and protecting time for reports and other commitments.
• Confirm appointments and ensure that forms, consent and supporting documents are received beforehand.
• Triage requests and act as gatekeeper for the doctor’s time, maintaining clear and respectful boundaries.
• Manage cancellations, no-shows, referrals, waiting lists and follow-up appointments in line with practice policy.
• Patient communication and frontline coordination
• Act as the first point of contact and create a warm, calm experience for families, including neurodiverse children and adolescents.
• Manage calls, inboxes, messages, routine queries and patient check-ins promptly, escalating clinical matters to the doctor.
• Handle feedback and difficult conversations professionally, including occasional after-hours monitoring of the practice phone.
• Prepare correspondence and coordinate paperwork with healthcare professionals, schools and hospitals.
• Respond to feedback, complaints and difficult conversations professionally, escalating concerns and supporting agreed improvements.
• Clinical administrative and records management
• Maintain accurate Bookem records, including patient, contact, medical aid, booking and payment information.
• Gather and securely file referral, school, therapy and assessment documents in line with POPIA, HPCSA and practice requirements.
• Assist with minor clinical procedures within the candidate’s training and authorised scope, supporting children and families with care.
• Manage specimens and results accurately, flag urgent findings and communicate with families as directed.
• Billing and financial admin
• Process payments, invoices and receipts, applying the correct ICD-10 and tariff codes with the doctor.
• Submit and follow up medical aid claims, queries, rejections and pre-authorisations.
• Monitor outstanding accounts and liaise with the billing bureau and debt-collection service when required.
• Complete reconciliations, petty-cash records, supplier payments and monthly practice reports for the doctor and accountant.
• Practice and inventory management
• Keep the consulting and front-office areas organised, stocked and ready, monitoring supplies and expiry dates.
• Manage suppliers and service providers, including the laboratory, medical waste, IT, cleaning and maintenance providers.
• Ensure equipment, emergency supplies, infection control and medical-waste processes meet practice requirements.
• Track registrations, insurance and contract renewals, and support Bookem queries and workflow improvements.
• Teamwork and accountability
• Work closely with the doctor and healthcare team, communicating clearly about priorities, follow-ups and concerns.
• Take ownership of responsibilities and maintain high standards of accuracy, reliability and professionalism.
• Train and support additional administrative staff as the practice…