Clinic Admin / Assistant

Job Description

The receptionist will be the first point of contact for our patients and visitors. This role involves managing the front desk, handling administrative tasks, and ensuring the smooth operation of daily activities. The ideal candidate will possess excellent communication skills, a professional demeanor, and a passion for helping others.

Time : 3 pm - 7 pm (Monday - Friday)

Key Responsibilities

• Greet and welcome patients, visitors, and clients in a warm and professional manner.
• Respond to emails and WhatsApp messages promptly and professionally.
• Answer and direct phone calls, taking messages when necessary.
• Schedule and manage patient appointments using our clinic’s scheduling software.
• Check patients in and out, ensuring all necessary paperwork is completed accurately.
• Maintain patient records, ensuring confidentiality and compliance with privacy regulations.
• Handle billing and insurance processing, assisting patients with inquiries and payments.
• Keep the reception area clean, organized, and presentable.
• Assist with administrative tasks such as filing, photocopying, and data entry.
• Coordinate with physiotherapists and other clinic staff to ensure efficient patient flow.
• Provide information about clinic services, policies, and procedures to patients and visitors.
• Handle any patient complaints or concerns with empathy and professionalism, escalating issues as necessary.

Qualifications

• High school diploma or equivalent; additional certification in office administration is a plus.
• Proven experience as a receptionist, front office representative, or similar role.
• Familiarity with medical or physiotherapy office procedures and terminology is preferred.
• Proficiency in MS Office Suite and experience with scheduling software.
• Extensive experience with patient booking systems, including scheduling, rescheduling, and managing appointments efficiently.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• High level of professionalism and a customer-oriented attitude.
• Ability to handle sensitive information with confidentiality.