Services
Ideally, it is best for you to put systems in place long BEFORE the event, resulting in a seamless transition when my services are actually needed. An introductory interview both with you and the staff, gives time for us to meet in a stress-free environment and also for me to see how things are run in your practice and to see if any training is necessary beforehand.
LET ME ASSIST WITH REGULAR FRONT OFFICE MANAGEMENT:
- Reception – receiving patients for the day in rooms (I am fully bilingual – English/Afrikaans)
- Checking of patient details as they arrive
- Capturing and updating of patient data
- Uploading documents
- Answering telephone calls and taking messages
- Booking appointments
- Email control
- Typing / emailing chronic scripts
- Typing of letters/reports
- Ordering supplies and stationery, etc
- Preparing medical files for the day (If the practice is not paperless)
- Filing
- Basic IT support for computers in the office
- Credit card payments and receipting
- Getting authorizations from medical aids
- Should you need any other administrative services not mentioned above, I will endeavor to adapt to new roles, as the need arises.
REMOTE / VIRTUAL ASSISTANCE:
- If this service is required, your office phone can be diverted to my phone, so that I can take messages while you or your staff are on leave or if your staff are overwhelmed with work and need uninterrupted worktime.
- If you have Anydesk/Teamviewer or any other related software, I can also make appointments remotely on your unattended office computer on behalf of your absent staff member.
- I also do transcription typing of reports or referral letters from voice files.
- If you need my services just for typing, the completed work will be sent to you via email, so that you can check it. If there are any changes to be made, you can let me know, so that I can amend the document. Payment is then to be made on successful completion of the work.
HOW THE PROCESS WORKS:
BOOKING DEADLINES:
Unplanned events: No later than 20h30 the night prior to or 05h00 latest in the morning on the day my services are required please, so that I can make the necessary arrangements and also to let you know if I am available. I can help Mondays to Fridays.
Your staff member would be likely to inform you by the end of the working day that she is not feeling well or that there is maybe a family crisis and that she might not be able to come to work the following day. In which case, you can let me know as soon as possible please.
If it is a planned event, kindly let me know no later than a week before please, so that I can pencil it into my diary for future planning and to allocate that period to you and to let you know if I am available. The same applies if you need me to come in and lighten your secretary’s workload, whether it be to help out with general office work that has perhaps fallen behind or specific tasks that she doesn’t have time for, like typing of reports/ referral letters, getting authorization, etc.
CONFIRMATION OF MY SERVICES:
I will respond to your booking request by sending you a whatsapp message or an email, setting out the terms of my temporary employment with you. You can then reply, indicating that you are accepting the aforesaid terms.
Kindly note:
1. If it is necessary for me to work longer than a normal 8 hour day, you will be charged for every extra hour of overtime worked (or part thereof), at the legal overtime rate of 1 ½ times the standard rate. It is also important for me to know if your practice is a group practice or not, as this may involve an extra fee, depending on the roles I am expected to fulfill.
2. Since I am primarily based in the Northern Suburbs, if your practice is further than 15km from where I stay, there may be a surcharge for petrol costs.
On confirmation, I will then make sure that I am there timeously at the start of your day, to take the stress from you. Please understand though, that even though I will work to the best of my ability and will throw myself into the position, I obviously cannot be expected to know everything in the way your practice runs, as each one is different. I will make every effort to get to know as much as I can, as soon as possible, in order to keep your practice running smoothly. With each return visit, I will learn more about the running of your practice, so that I can assist even better in the future.
INVOICING FOR MY SERVICES:
For the approximate price of one of your patient’s 15 minute to ½ hour consultations, you will have my assistance for the whole 8 hour working day. Or if you would like a monthly contract for assistance with specific regular tasks, like getting authorizations, an agreement can be reached.
At the end of the temporary period that I have worked for you, I will either give you an invoice personally or email it to you by the end of the work day. The payment needs to be made immediately on receipt of the invoice please, with proof of payment.
For your temporary medical administrative staff shortages
Brackenfell, Cape Town
South Africa
Esther Van Eck