RECEPTIONIST CLERK x 1 – PERMANENT

Job description

RECEPTIONIST CLERK x 1 – PERMANENT

This position will be reporting to the Medical Services Administrator. The successful candidate will be responsible for the following: 

Key Responsibilities

·        Manage and provide proactive, confidential and professional administrative support to patients for appointments and walk ins.

·        Support billing by ensuring accuracy in out-patient and in-patient data capture.

·        Maintain system for storage and archive of patient records.

·        Promotes a culture of ethical care of patients and continuous improvement

·        Complete clerical duties including answering phones, responding to emails, scheduling appointments and processing patient admission and discharge records.

·        Create, maintain, duplicate, track, match, and purge patient medical records and files in accordance with established procedures.

·        Support the Chief Medical Officer and Medical Officer in responding to requests for medical records and processing letters and reports.

·        Distribute patient medical records to the appropriate departments of the hospital

·        Maintain discharged patient records filing system in an accessible manner for prompt retrieval of records

·        Responsible for data entry and opening of patient medical files/folders

·        Schedule and book medical referral appointments to external medical services providers and make necessary arrangements for transportation and payment guarantees.

·        Scan and digitize paper records into electronic health record systems.

·        Ensure employees acknowledge receipt of services documented on the invoices.

·        Allocate correct cost codes (ACKs) to the invoices and ensure they are authorized by the Chief Medical Officer.

·        Maintain patient accounts using an automated billing system that uses codes to facilitate reimbursement from creditors such as medical aid schemes, national health insurance (NHI), contractors, etc.

·        Inform and collect, where applicable, shortfall expenses from medical aid scheme members before treatment is rendered.

·        Liaise and verify with the medical team, patients or other responsible people as necessary to ensure accuracy of hospital charges against established rates for diagnosis, treatment, services and supplies.

·        Receive and match invoices from external medical service providers to referrals made.

·        Complete and verify medical aid, NHI or inhouse medical benefits eligibility and obtain any necessary pre-authorizations before patients can access hospital care services

·        Prepare monthly analysis of the creditors’ list and provide feedback to the Medical Services Administrator on all long outstanding amounts on the creditors age analysis

·        Ensure daily billing of inpatients’ ward fees, including meals and ambulance fees

·        Assist hospital staff, patients and their families/visitors, providing information and directions.

·        Maintain a safe, clean and welcoming patient waiting area at all times.

·        Maintain patient confidentiality

·        Treat all patients with dignity and respect

·        Re-order office supplies and replenish stock to maintain an adequate inventory of supplies and ensure timely receipt of supplies.

Qualifications and Experience

·        Full grade 12 Certificate.

·        Certificate in Records Management

·        Relevant Diploma or Certificate (AAT, Diploma in Commerce, Bookkeeping etc.)

·        Preferably 1-2 years’ experience as a Creditors’ Clerk

·        Customer Services 

·        Proficiency with the use of Microsoft Office

·        Experience with using Accounting Systems

·        Working knowledge of SAP

·        Experience with medical insurance, familiarity with ICD medical coding, knowledge of medical authorisation procedures

·        Attention to detail and problem-solving skills

·        Excellent written and verbal communication skills

·        Strong numeracy, organization and planning skills

·        Excellent time management skills and ability to multi-task and prioritize work.

·        Suitably qualified applicants must provide certificates verified by Zambia Qualifications Authority (ZAQA).

Should you be interested in applying for any of these roles, please submit your detailed CV, copies of relevant qualifications, registrations and ID/Passport as a single pdf document for the attention of HR Business Partner Email: careers@zamsugar.zmindicating “The respective position being applied for” in the subject line.

All internal employees are required to complete the Internal Application Form and obtain relevant signatures when applying for vacancies.                      

Closing date for applications is 9th January 2026.

Applicants may be required to complete pre-employment checks (qualification, credit, security, background, and medical assessments) as part of the recruitment process where applicable.  

Should you not hear from us within 4 weeks after the closing date, please accept that your application was unsuccessful.