Receptionist

 

 

 

Job Description Clinic Receptionist

Reporting To Practice Manager and Principal Chiropractors

Overall Job Purpose To attend to clients and clinicians. Dealing with enquiries face to face, by phone, and e-mail. Provide information to existing clients and the public. To undertake the daily running of the clinics which involves using office-based systems including bespoke clinic software, Microsoft Office applications & internet-based health programmes. To ensure the clinic is tidy and safe for visitors.

 

Core Responsibilities

 

1. Meet and greet clients 2. Organise client bookings using clinic software 3. Handle telephone, e-mail, web, and face-to-face enquiries and messages 4. Manage payments for clinic appointments 5. Support the clinician team 6. Undertake administrative tasks to support the smooth running of clinics 7. Prepare client correspondence and documents 8. File management both paper case notes and associated electronic notes 9. Ensure the clinic is clean, tidy and safe at all times, and report any issues to management. 10. Follow our Quality in Practice Framework to provide quality patient partnership standards

 

Essential Skills, Behaviours and Knowledge

 

1. Experience in a customer facing organisation 2. Good working knowledge of Microsoft Word, Excel and Outlook, using the internet, and the ability

to learn new software programmes 3. Can anticipate customer needs, providing excellent customer service with sensitivity and discretion 4. Excellent communication skills in person and by phone, email, teams and text message 5. Great typing skills 6. Detailed, conscientious, and accurate in work 7. High degree of personal organisation and time management

 

Hours & Location

 

Monday: 8.30 – 1.15 (+ 1.45 – 5.30 optional) Tuesday: 8.30 – 1.15 + 1.45 – 6.00 Thursday: 8.30 – 1.15 + 1.45 – 6.15 Friday: 8.30 – 1.15 + 1.45 – 6.15 Our clinic is located in the centre of Pocklington, accessible by EYMS buses. We have a private car park available for staff to use.

 

 

 

 

 

Competencies for Clinic Receptionist Role

Behaviour Description

Communication  Provides regular feedback and updates to other staff, clinicians, and management  Speaks openly and honestly when faced with problems or issues that affect clients, clinicians,

other staff, or the business  Communicates with sensitivity and discretion to all clients and clinicians  Maintains patient confidentiality at all times

Organised  Plans clinics ahead attending to electronic diaries, paper file management and clinicians’ requirements

 Follows clear and current clinic management systems and working procedures for daily clinics to run smoothly

 Uses time efficiently to complete additionally assigned tasks Commercially Minded

 Shows initiative in identifying opportunities for clinic service and product development  Understands the strategy and vision of Chiropractic Plus  Converts enquiries to bookings and achieves high client retention as key areas of

performance IT Skills  Confident use of IT equipment in general to include the use of PCs, laptops, tablets, printers,

mobile phones, data sticks, and external hard drives  Experienced in using Microsoft Word, Excel, Outlook, other email packages (including

attaching documents to emails, forwarding emails, saving emails etc), & CRM software  Can navigate confidently around shared network drives (including saving, moving files etc)  Source and locate information and images on the internet

Customer Focused  Works the hours needed to staff clinics and complete work assigned  Presents a professional, yet caring face of Chiropractic Plus at all times  Gives consistently high customer service fostering excellent customer and stakeholder

relationships Time Management  Plans and prioritizes their own workload for running the day’s clinic and preparing ahead for

the next clinic  Achieves the workload as set in the daily, weekly, and monthly work-plans and clinic diary

Accuracy & Numeracy

 Aims to achieve 100% accuracy, and free of errors and omissions, in all own work  Takes the time to check their own work before submitting for internal use or issuing to

clients or stakeholders  Raises with Practice Manager any errors or omissions identified