Administrator/ Receptionist Private Clinic - Harley Street

Job description

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Our client is looking for an Administrator/ Receptionist to work in a private clinic in the Harley Street area.

Working hours;

First week - Mon - Fri 9am - 6pm with one shift 11am - 8pm

Second week Mon - Fri 9am - 6pm with two shifts 11am - 8pm

You are required to work one Saturday a month hours 9am - 3pm with the following Monday off.

Daily Duties;

- Ensuring telephone calls are dealt with quickly and efficiently highlighting any areas of concern to the Practice Manager as soon as practical.

- Ensuring all patients are treated with courtesy and consideration at all times.

- Ensuring patients privacy, dignity and confidentiality are respected at all times.

- Responsible for administrative activities including - checking emails, drafting and sending emails; sending/retrieving dictation via computer programme; drafting and mailing general correspondence/patient letters.

- Checking the waiting room on a regular basis (at least twice morning/twice afternoon) and document in checklist book.

- Ensuring admin checklist is completed and handled to the Practice Manager at the end of each day.

Daily Reception Duties;

- Covering reception during lunch breaks, and whilst Receptionist undertaking admin duties.

- Responsible for the clinics administrative activities including â€" patient confirmation calls, locating charts; adding follow up sheets/questionnaires (3 days in advance) and preparing cash flow (2 days in advance of clinic date)

- Ensuring charts for patients seen in the clinic are all filed by the end of the day.

- Completing daily cash flow, run banking reports and balance takings at the end of the day.

- Entering new patient details into Medical Manager and prepare charts.

- Ensuring telephone messages/related charts are routed to relevant person.

- Checking new patient diary/appointments and mail letter/brochure to anyone who has not received confirmation letter for appointment in the next two weeks.

- Opening and date stamp all post by 12 noon and give to the Practice Manager. - Entering and balancing clinic day in Medical Manager.

- Checking charts for the next day's clinic, locate any missing charts, print and circulate schedules. - Ensuring all end of day checklists are completed.

Weekly Duties;

- Conferences - registering the Dr's attendance at conferences, keeping meeting files up to date, preparing abstracts and handouts in word and power point.

- Keeping documentation up to date.

- Web Registration List - keeping up to date.

- USA Accounts - entering into Quickbooks (accounts programme), keeping air miles chart updated.

- Creams -ordering, invoicing, liaison with retailers, updating weekly/monthly sales and preparing forecasts.

- Social Media - helping with Social media and website activity. - Photocopy relevant magazine articles and circulate as requested. - Phone bills- printing monthly bills and topping up mobiles.

- Order brochures as requested. - Order items as requested, keep updated checklist and ensure all items received.

Pulse is an employment agency/employment business (as defined by the Conduct of Employment Agencies and Employment Businesses Regulations 2003) and is acting on behalf of its client in relation to this vacancy.

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