My-iClinic is a leading eye hospital providing laser eye surgery and surgery and treatment for various eye conditions including but not limited to Cataracts, Laser eye surgery, glaucoma, macula degeneration, children’s eye care. We are delighted that as a result of the growth of the business, a fantastic opportunity has arisen for an experienced receptionist to join our lovely team.
RECEPTION
To meet and greet patients face to face in a warm and courteous manner and ensure the smooth running of reception.
To maintain high standards within the waiting room and to ensure that it is kept tidy and well stocked for the comfort of our patients.
To book patients appointments and ensure that the appointment system is run efficiently and accurately, Work with staff to ensure there is no conflict of schedules around patient consultations
Find out the patient’s needs and maintain good client relationships
Answer the telephone in a friendly, helpful and courteous manner, listen to answering machine messages, take and relay messages
To deal with enquiries on behalf of the Clinic, ensuring high standards of customer care and confidentially are maintained at all times
Stay current with prices and encourage prompt payments and chase outstanding debts in accordance with the practice guidelines
Collect payment, record and provide receipts for patient payments and ensure all cash payments and, cheque and credit card slips handed to manager for safe keeping on daily basis
Open and close the clinic with appropriate security measures
GENERAL ADMIN AND CLERICAL SUPPORT
It is essential that you are confident with Microsoft office – Outlook, Excel and Word and are able to use this as required and must have knowledge of operation of standard office equipment.
To undertake ad-hoc tasks when required to do so by the clinicians, management and other clinic staff in order to maintain the best possible service to patients including emailing, filing, disposal of items securely and safely.
To collect and dispatch post, prepare letters and documents, receive and sort mail and deliveries
To maintain the customer database; invoice, collect and properly account for payments collected from patients.
Observe patient and company confidentiality at all times
Maintain stock and supplies inventory
Assisting the employer in any other reasonable administrative tasks related clinical practice
Must be proficient in spelling, punctuation, grammar and other English language skills and be able to produce correspondence and documents as required by the job. Ability to audio type is an advantage
Ensure that all patient records at are completed and correspondence sent to referrers in a timely manner and correctly before filing them in an efficient, tidy and secure manner (paper and electronic)
Liaise with admin / secretaries at various hospitals on occasions when doctor needs see patients or to perform procedure off site at other clinics
Work with staff to ensure there is no conflict of schedules around patient consultations.
Liaise with lead nurse to keep diary of bank nursing and support staff ensuring adequate staffing planned for clinical activity and informing manager in good time when staff shortages anticipated.
MARKETING
Letters to General Practitioner and optometrists are an important aspect of marketing – ensure all patient visits are followed by letters to referring clinician before notes are filled away
Watch web activity and web based contacts and respond appropriately
We have quarterly educational and sales events for doctors and optician – this requires timely dissemination of information and feedback and to attendees and follow up calls for which training would be provided.
You would be expected to participate in the clinics quarterly sales /educational event which takes place in the evening approximately. 4 times a year and one weekend a year. Ample notice of event dates are published.
Liaise with prospective and existing referring opticians’ reception/secretary as needed.
DEAMEANOR AND ATTITUDE
Staff are expected to be confident, well presented and polite with an articulate and professional manner. Excellent written and verbal communication are essential for this role as you will be dealing with patients who might be feeling a fair amount of anxiety.
You will need to be organised and able to work under pressure and be dedicated to providing the best possible service to our patients and be able to work as part of a team but also independently under your own initiative
Availability and Flexibility -Give adequate notice for leave and absences and plan leave by liaising with other admin/reception staff to ensure that reception is always covered. Hours required are 1pm-6.30pm on Mondays and 9am to 6.30pm alternate Wednesday and Friday. As well as annual leave cover for other staff by mutual agreement.
You will need to be a team player who is flexible (essential), responsible and reliable.
Have a smart, professional appearance and demeanour
Customer focused approach
Commitment to confidentiality, discretion and tact
A friendly, helpful and mature attitude
You will use your first class customer service skills and cheerful manner to ensure all patients receive the highest standard of service possible and promote the clinic and its services.
Apply by e-mail with your current CV and cover letter.