Clinical Receptionist / Admin Assistant

Who we are looking for:

Do you have excellent communication and interpersonal skills, with a personable, helpful and friendly approach? Are you genuinely interested in helping people, able to calm anxiety, and be empathetic to people in pain? We are looking for someone who wears a big smile, has a welcoming and calm demeanour, and that works well under pressure, with the ability to prioritise efficiently and multi-task.

Job description

• To provide a professional and friendly first point of contact for the practice: Managing telephone, written, electronic and face-to-face enquiries.
• To direct patients to the appropriate therapist or service according to their needs/requirements.
• Provide a welcoming reception room environment that patients will look forward to coming back to.
• Communicate with patients before, during and after appointments to ensure satisfaction is being achieved.
• Organise and plan all clinical appointment schedules, maximising efficiency and revenue for the clinic.
• Maintain accurate patient records by obtaining, recording and updating personal and financial information.
• Undertake a range of IT based tasks using TM3 Clinic management software (training will be provided) and word processing applications (Microsoft Office).
• Procure and process fees due from patients/clients for services provided and to process end-of-day banking procedures.
• Ensure that invoices are raised in a timely fashion and sent to the appropriate agency in accordance with procedures.
• Maintain office inventory, equipment and supplies.
• Help patients in distress and respond to emergencies appropriately and compassionately.
• Field complaints in accordance with office procedures and to ensure they are brought to the immediate attention of the appropriate staff members.
• Protect patient’s personal information line with GDPR and industry best practice guidelines.
• Organise and prioritise own workload anticipating fundamental day-to-day problems and as appropriate resolve them on own initiative and/or in direct liaison with colleagues.
• To undertake on a daily basis a full range of document management activities through photocopying, scanning, filing, email and the completion of standard forms. This will include proof-reading and editing written & electronic correspondence to forward on.
• Help to maintain efficient operations in the clinic by following policies and procedures, reporting required changes and to assist practice manager in updating policies and procedures.

Person specification

Essential

• Minimum of 4 GCSE passes (or equivalent) in grades A-C to include Maths and English
• Demonstrable evidence of a good standard of literacy, numeracy and ICT competencies in the use of Microsoft Office software
• Good organisational skills with a proven ability to perform a variety of routine clerical and administrative activities with the ability to prioritise and adapt to meet varied deadlines.
• Able to learn quickly, organise, use own judgement to resolve problems and suggest improvements to processes.
• Good verbal and written communication skills

Desirable

• 2 years of general clerical/administrative work experience.
• Ability to adapt to new IT processing programmes (specifically TM3 – online clinical management software system).
• An awareness and basic knowledge of GDPR and how it impacts the management and protection of personal data.

Hours

• 27 hours per week, over 3 days (Tues, Weds & Fri)
• You will be called on to provide holiday and sickness cover at times, so flexibility is important.
• It is anticipated the hours will increase over the coming year as restrictions caused by the pandemic are lifted. These additions hours will include some evening and weekend work.

Salary

£8.91 per hour.

Full training will be provided to the successful applicant.

Please send your CV and covering letter to
katie.copeland@www.chesterphysiotherapy.co.uk