Job Description

The post holder will be responsible for the smooth and efficient running of all services within the Clinic. They will work without direct supervision at our sites where there is no Clinic Manager. They will work cooperatively with the individual clinical staff to ensure an excellent standard of service is delivered to all our patients and colleagues. They will manage any part-time or supporting receptionists.

Our clinics provide different services and the tasks listed below do not apply to every clinic. The post holder will be trained in the duties of their clinic. Evening and weekend working is required at the Altrincham clinic.

Duties and Responsibilities

• Ensure the provision of an effective, efficient and timely administrative support to all services within the Clinic. This will include but not limited to:
• Meeting and greeting patients and providing them with consent forms/safety questionnaires if required by the service.
• Updating the appropriate patient system to indicate that the patient has arrived.
• Booking clinics.
• Reporting, including dealing with urgent reports.
• Taking payments.
• Performing daily audit of the next day’s clinic and reminding patients of their appointments.
• Dealing with enquiries and telephone calls including preparation instructions.
• Providing an explanation of services.
• Communicating reports/images via different systems.
• Making new and follow-up appointments.
• Divert calls and take messages, ensuring accuracy of detail and appropriate delivery in a timely manner.
• Ensure all patient information is entered/scanned on to the databases as required.
• Requesting consumables and stock from the operations team as required.
• Maintain clinical rooms and waiting areas ensuring they are clean, tidy stocked and ready for the next clinic.
• Ensure opening and closing procedures are adhered to.
• Manage any part-time and support receptionists, providing training and guidance as required. 
• Develop and maintain relationships with all GPs and clinicians providing services at the clinic, resolving queries and providing support as required.
• To undertake weekly and monthly AED, room cleaning and first aid audits, ensuring the records are saved electronically
• To undertake dress code and infection controls audits and ensure the records are saved electronically.
• If required, act as fire marshall and/or first aider for the clinic.

Required Knowledge, Skills, and Abilities

• Excellent customer facing skills and the ability to develop both internal and external relationships which benefit the business.
• The ability to work under pressure and to strict timelines.
• The ability to priorities a busy workload.
• Understand the strict regulatory requirements surrounding patient data.
• Maintain a professional appearance and demeanor at all times.
• Having a flexible approach to work and changing environments.
• Strong communication skills both verbal and written.
• Be self-motivated and able to work on own initiative within agreed standard operating procedures.
• Display empathy and remain calm under pressure.