Receptionist / Clinic Administrative Assistant

Job content

We are looking to appoint a clinic assistant with administrative/receptionist duties to a rapidly expanding business.

Advanced Medical Simulation Online Limited is a Wales-based business with a multi-sector offering including Research and Development, education, and healthcare through its subsidiaries Medical and Educational Academy and Oak Tree Clinic, respectively. Its key market and customer segments include healthcare professionals, education institutions, and clients who seek medical services in South Wales and beyond. Our R&D projects focus on utilising novel immersive VR technology to deliver remote coaching of healthcare-related practical skills.

We’re looking for an enthusiastic and highly motivated individual who is willing to expand their role during employment and assume additional responsibilities. The successful candidate must have the relevant communication and IT skills in using Office software (Word, Excel etc.) and with relevant experience in the education and / or healthcare sectors. We are strategically located less than one minute away off J30 on the M4, hence accessible to a wide area of South Wales.

We are strategically located just off J30 M4, making it ideal for employees living in South Wales.

The successful candidate will be a key member of the administrative team, responsible to the Clinic Directors and Business operations manager of Oak Tree Clinic (www.oaktree-clinic.co.uk) and will be the first point of contact with our clients. The newly established clinic is a client-focussed, dynamic, and first-class independent provider of healthcare services. The successful candidate will also have a role in the Medical Education Division of the business as described below. The percentage of time spent on each role will be discussed with the successful candidates.

Oak Tree Clinic is the trading name of AMSO Healthcare, a company registered in England and Wales. It provides a first-class multi-disciplinary service in a relaxing environment. We are focussed on the individual and will serve a wide variety of medical needs. Our services are varied and include general and gynaecological services for young and mature women; couples who wish to have male and female fertility checks or have been unsuccessful in having a family; male and female wellness care for adults, and post-reproductive years; a comprehensive diagnostic ultrasound service including general medical, pregnancy and gynaecology. We have two dedicated procedure rooms, suitable for minor operations, medical and aesthetic treatments with or without local anaesthetic. Treatments offered include endoscopy (hysteroscopy) for the diagnosis and treatment of menstrual problems such as endometrial ablation for heavy menstrual bleeding. We also care about our future generation of healthcare professionals and hence their education and training is at the heart of our services.

Clinic Administrative Assistant / Receptionist - The Role

• You are expected to have worked previoualy in a similar healthcare environment and be able to answer clients’ calls and welcome visitors and patients to the clinic.
• You will register new patients by taking the necessary information and entering these on our electronic patient management systems and communicate with them before and after they attend their appointment.
• Your role also includes scheduling appointments for registered patients and keeping the clinical team informed of their daily appointments. You will also ensure that patients are kept updated of changes in scheduled appointments and communicate the outcome of their visits.
• You will invoice patients and take payments on-line or in-person.
• You will familiarise yourself with the clinic’s operations and protocols and thus will be able to provide correct answers to patients’ questions. As part of clinic protocols, you will collect and manage vital information about patients, including their health history and personal information, therefore professional discretion is key to your role.
• Other duties include evaluating office inventories and accessories by checking stocks to determine availability of materials. Where available stock is inadequate, you will liaise with management to place orders for them, inspect the materials supplied to the clinic for accuracy and durability, verify their receipts and store them.
• In a situation of emergency, you might be asked to provide help to patients in distress by comforting them and notify the medical team to attend to them.
• As part of your role, you will also supervise repairs of faulty equipment in the clinic and ensure that all appliances are in good working condition for the clinic’s operation to run smoothly, providing an environment that is conducive to patients’ comfort and satisfaction.
• Maintenance of confidentiality is an important part of your job. Therefore, you are expected to handle patients’ information discreetly, keeping their files safe and accessible only to the clinical staff and insurance officials in the event of any insurance claims.
• Where the need arises, you will be expected to contribute to other sections of the business, i.e., research and development and / or medical education.
• You will be trained to undertake tasks relevant to updating and maintaining our websites and social media accounts.

Medical Education

• Basic administrative and reception duties such as: meeting and greeting clients (Students), call handling, replying to e-mail queries, photocopying, filing, scanning documents, organising postage & carriage, writing basic letters, sending emails, updating and creating Word & Excel documents.
• Liaising with clients (Students) and faculty (written & verbal).
• Diary management.
• Maintaining and updating course modules on the Medical & Educational Academy “WeLearn” portal.
• Supporting faculty with students’ management.
• Assist with the development of policies and operating procedures.

Key tasks

• Greet and welcome visitors and patients to the clinic; make them comfortable while taking information regarding their visit.
• Arrange appointments to patients and inform the doctor of their arrival.
• Process patients’ files and explain the clinic’s policies to them.
• Ensure that stationery needed for the smooth operation of the reception desk are always available.
• Ensure that the clinic is opened at the appropriate time as directed by the clinic manager and supervise cleaning of the clinic to maintain a clean and healthy environment.
• Ensure that patient data are accurate and are updated at each visit.
• Check stock of equipment and inform management of shortages.
• Collect revenue by recording financial information; collect charges for services; and record third party claims under the direction of the clinic manager.
• Understand insurance packages and make necessary documents available to insurance agents when the need arises.
• Inform patients when test results have been confirmed as instructed by clinical staff.
• Phlebotomy skills and past experience in chaperoning clinicians and healthcare professionals would be an advantage.

Attributes and Qualities Required of the Clinic Receptionist

• Computer literacy and demonstrable experience with Microsoft Office software are essential.
• Experience of working in a healthcare environment is essential.
• Some knowledge of medical terminologies.
• High level of confidentiality.
• Have empathy for patients.
• Good bookkeeping skills.
• Good interpersonal skills and temperament.

Appointment is conditional on;

• Satisfactory references.
• Enhanced DBS check.
• Successful completion of 6 months’ probation.

We retain the right to close the applications once a suitable candidate is appointed.

Job Types: Full-time, Permanent

Salary: £11.25 per hour

Benefits:

• Employee discount
• Free parking
• On-site parking
• Sick pay

Schedule:

• Monday to Friday
• Weekend availability

COVID-19 considerations:
All our employees have PPE kits, and measures are taken to keep staff and customers safe, including taking temperatures, masks and regular sanitation of common surfaces. All clients are required to wear a mask.

Education:

• Certificate of Higher Education (preferred)

Experience:

• Microsoft Office software: 3 years (required)
• healthcare service: 3 years (required)

Language:

• Welsh (preferred)

Licence/Certification:

• Driving Licence (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person

Application deadline: 26/06/2023
Reference ID: AMSO/CAA/2023-06
Expected start date: 17/07/2023