AddressWe are a busy allied health clinic, operating from two locations, 7 days per week. We are seeking a highly dedicated and passionate Administrative Assistant to join the frontline team of our practice.
We highly regard the relationship formed between our clients and receptionists, as an integral part of the therapeutic and long-term relationship between our clients, therapists and our business.
This person should be well presented, exhibit great people skills and be empathetic in nature.
Ability to multi-task and work well under pressure as a part of a team is essential, with the role requiring this person to assist and manage multiple practitioner diaries, their clients as well as the high traffic flow of walk in, telephone and online bookings.
Experience with Power Diary practice management system, other various Customer Relationship Management (CRM) Systems or the ability to learn quickly with technical skills, would be highly advantageous.
We require our reception team to operate with a high work ethic, ability to think laterally and be solutions orientated, in order to deliver the best service to our patients and practitioners. Prior small business, allied health clinic or management experience would be advantageous.
Flexibility with work hours and the ability to cover some weekend shifts is essential.
Roles and Responsibilities would include undertaking a range of clerical functions within established clinic routines, methods and procedures including but not limited to;
- Provide administrative support to the principal osteopath/ owner, working on behalf of their best interest and the clinic at all times.
- Provide administrative support to practitioners.
- Greeting patients/ potential clients and assisting them with appointment times and enquiries.
- Upsell products and services to capture sales leads and fill practitioner diaries.
- Assist practitioners with managing their appointment diaries and keeping them on schedule ahead of time and throughout the workday.
- Calendar diary management across two clinics.
- General administration and office duties.
- Answering telephone calls, retrieving all missed telephone calls and voicemail messages and returning them promptly and efficiently.
- Arranging and confirming appointments for practitioners and patients.
- Liaising with external organisations on behalf of practitioners and patients to obtain important documents relevant to patient appointments and treatments.
- Collect and receive patient payments in trust for practitioners
- Assisting patients with claiming private health insurance and Medicare rebates, and issuing them with tax invoices.
- Manage cash float and prepare cash received for banking.
- Basic reconciliation of daily takings.
- Keeping reception, kitchen and common areas clean, tidy and in good working order at all times.
- Commitment to adhering to a daily team cleaning roster, to ensure and uphold excellent clinic conditions for practitioners and patients.
- Keeping stock of office stationary, laundry and kitchen supplies.
- Liaise with Power Diary & other suppliers where required.
- Prepare Medicare reports on behalf of practitioners for referring doctors and practitioners.
- Prepare and send medical referral letters on behalf of practitioners.
- Follow up, collect and process accounts receivable with Medicare, DVA, Work cover and patients.
- Assist in the preparation of practitioner payment reports, and room rental invoices for the distribution of practitioner payments payable.
- Assist with social media posts throughout the work week
- Forward think the day and week ahead, ensuring all rooms are prepared for the incoming business/ practitioner renting the room for the day. This may involve furniture re-arrangement, decluttering or ensuring room accessories are made available for practitioners.
