Required for this role: Enhanced DBS on Update Service.
Job Purpose
Provides an efficient, professional and effective reception/administrative service to support the efficient running of the Wellbeing Centre.
They ensure an efficient, professional and effective administrative service is delivered and are responsible for key operational administrative aspects of the Wellbeing Centre. This includes but is not limited to, the therapy referral process, patient records, billing and diary management.
Responsibilities
*Greet and book in all arrivals promptly at the Priory unit and ensure that they are treated in a courteous, pleasant and efficient manner, and directed accordingly.
*Ensure that all telephone calls into main reception are dealt with promptly and efficiently within Priory operational standards.
*Ensure the maintenance of the reception and waiting area is clean and tidy to high standards, ensuring that any housekeeping or maintenance issues are reported to the appropriate teams.
*Manage the diary of the clinic, ensuring the efficient coordination of dates, times and rooms and the effective scheduling and prioritisation of appointments, meetings and other associated events and functions.
*Manage and coordinate referrals and maintain waiting lists meeting SLA’s.
*Respond to external and internal communications, both over the phone and emails, prioritising accordingly and ensuring appropriate actions are taken and all relevant individuals are involved/informed.
*Ensures the effective and efficient maintenance of computerised databases and paper filing systems through the timely and accurate updating of associated records.
*Monitoring and chasing debt, financial tracking (stripe) record keeping, payments tracking and processing.
*Care notes administration/scheduling appointment system (Add/Remove/Extend therapist’s clinic, mark as attended, cancelled or DNA).
*Consultant appointments; communicate with Consultants for availability and update outlook calendar to reflect their availability.
*Support Consultants with typing of GP letters, uploading referrals and relevant patient information onto the care notes system (patient record file).
*Appointments; support therapists/consultants in making, changing or the cancellation of appointments when necessary.
*Check generic email each morning and deal with queries and responses in a quick and timely manner.
*Participation in sending and collating client feedback surveys.
*Participate in face-to-face and on-line training as required by Priory policy.
Experience
*Will need at least 1 years’ customer facing experience and have worked in a reception/administrative role with a customer facing experience.
*Healthcare environment knowledge would be an advantage.
Communication
*This role requires highly developed interpersonal and written communication skills in order to deal with a range of challenging situations, researching information and communicating effectively at all levels.
*Can flex communication style dependant on situation and message
Working Environment
The working environment will be variable depending upon the day-to-day activities within the clinic but may include flexible working hours to include evenings/weekends.