Clinic Administration Coordinator

Job Summary:

London Real Skin is searching for an energetic, self-motivated, resilient team player to join our business in the position of Clinic Administration Coordinator. Reporting directly into our Aesthetic Clinic Manager, the Clinic Administration Coordinator plays an integral role in the day-to-day coordination of our services. It’s a varied and challenging role that will see you dealing with a high volume of calls, managing multiple diaries to efficiently co-ordinate activity to the benefit of our patients.

As you will be dealing with our valued clients on a daily basis, it’s essential that you have a passion for providing outstanding customer service. You will also be required to work closely with a number of stakeholders in other departments so the ability to build supportive and collaborative relationships with your colleagues is an important aspect of this role. We need someone who is a strong communicator and thrives under pressure. You must have a 'can-do’ attitude and share our outlook of delivering a first-class service to our patients and consultants.

Duties and Responsibilities

The duties and responsibilities to be undertaken may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Aesthetic Clinic Manager, dependent on current and evolving clinic workload and priorities:

· Assist the Clinic Manager in the daily setup and shutdown of the clinic, depending on schedule

· Generate financial reports for the Clinic Manager to support daily reconciling and performance against clinic targets

· Support billing team and Clinic Manager with daily payment reconciliation and accurate invoicing

· Modify pre-care forms, consent forms, treatment forms and post care forms, in line with Clinic Manager instructions, to support practitioners and help build a robust patient care pathway

· Support clinic manager with preparing data to support commission statements

· Work with Clinic Receptionist to co-ordinate the bookings of our patients ensuring efficiency, courtesy to our patients and attention to detail to prevent mistakes.

· The post-holder will be expected to maintain data quality, provide excellent customer service and understand the importance of patient confidentiality and GDPR legislation.

· They will work effectively alongside the reception and clinical team and act as the clinics ‘nerve center’ to dictate planning and scheduling for our operating theatre.

· Close management of bookings email inbox. Replying in a timely and accurate manner to enquiries and communications.

· Maintain accurate patient information and up to date information on the company clinical systems.

· Organize quotes and invoices for patients.

· Assist with onboarding process for new practitioners and staff (after completing own probation)

· Working towards ongoing volume targets where relevant. Partake in analysis and reporting of targets for quality improvement.

· Where necessary, help organize and support with ongoing projects

· Act as a Company ambassador ensuring all interactions are conducted in a professional and helpful manner.

· Perform any other duties as requested from time to time as needed

Personal qualities, Skills and Experience

· Previous experience in medical or aesthetic clinic administration useful but not essential, however, must demonstrate strong customer service skills.

· Strong I.T. skills including the user of Excel and spreadsheets

· Experience with the Pabau medical management system would be looked on favourably, but is not essential

· Excellent verbal and written English communication skills.

Confidentiality:

· In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

· In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, clinic staff and other healthcare workers. They may also have access to information relating to the clinic as a business organisation. All such information from any source is to be regarded as strictly confidential

· Information relating to patients, carers, colleagues, other healthcare workers or the business of the clinic may only be divulged to authorised persons in accordance with the clinic policies and procedures relating to confidentiality and the protection of personal and sensitive data

Job Types: Full-time, Permanent

Pay: £26,000.00-£28,000.00 per year

Benefits:

• Additional leave
• Company pension
• Employee discount
• Private medical insurance
• Sick pay

Work Location: In person