This is an exciting permanent full-time opportunity for a trained and experienced Administrative Assistant to assist in the everyday activities of a busy health services clinic.
This role reports to the Clinic Director and a team of chiropractors, physiotherapists, massage therapists and client experience staff. This position is permanent full-time, and the successful candidate is expected to work five days a week.
Niagara Physiotherapy and Sports Clinic located in picturesque Niagara-on-the-Lake is a comprehensive, multidisciplinary healthcare centre specializing in functional mobility, fitness, and lifestyle therapy. Serving the Niagara region since 1992, our clinic comprises a team of Chiropractor, Physiotherapists, Massage Therapists, Acupuncturist and Mobility Specialists, all of whom provide individualized and consistent treatment experience to our patients.
We offer our patients exceptional and elevated lifestyle therapy interventions by being creative, innovative, and focused on their desired outcome. Using a collaborative approach to service delivery, we are dependable and highly committed to our patients. Our clinic equipment and infrastructural supports are modern, high-performance, and efficient.
Key Responsibilities
- Performs receptionist duties, answers telephone, relays messages, greets patients and provides information about services;
- Oversee front desk including in-person, virtual, electronic and telephone customer relations;
- Perform calls for client win-backs, retention, appointment confirmation, reviews, client satisfaction survey, new client registration etc.
- Responsible for answering on-line inquiries, and streamlining responses from Clinic Director;
- Perform customer service tasks – reminders to patients of bookings, scheduled appointments, and treatment plan framework; keep patients motivated and focused on goal;
- Oversees scheduling of patient appointments; Manage client wait list, contacting and scheduling when necessary;
- Assists Clinic Director with creation of documents, policies and procedures and training manuals;
- Ensure that quarterly targets are met by performing call-backs, reviews, patient bookings, follow through on treatment plan;
- Prepare reports for management; operation briefs and inter-office communication;
- Maintain a sufficient level of supplies and inventory of products;
- Maintain the electronic data and file management systems;
- Coordinates staff meetings, records minutes of in-house meetings;
- Work with clients to complete their plan of care, schedule future sessions and clinic visits and future maintenance sessions;
- Follow-up with clients to ensure they stay on track;
- Participate in community outreach and business development initiatives to acquire new clients and sources of revenue;
- Prepare customer invoices and manage collection of outstanding account balances;
- Receive incoming mail and deliveries; disseminate, sort and store in designated places etc.
Specific Skills and Experience
- High proficiency with MS Office Suite with an emphasis on Word, PowerPoint, and Excel;
- Accurate computer-keyboarding and proof reading;
- Scheduling and confirming appointments;
- Experience with health industry-specialized or related billing and management software;
- Excellent written and oral English: Answer electronic enquiries;
- Clinic inventory and office supplies management skills;
- Professional experience in front line telephone customer relations, virtual and in-person encounters;
Personal Skills and Attributes
- Self reliant with ability to work collaboratively in a team environment;
- Kind and compassionate attitude to patients;
- Pleasant and welcoming personality and telephone manner
- Detail-oriented, punctual and committed to excellence.
Work Conditions and Physical Capabilities
- Professional health-service environment that serves the public;
- Office workspace is located at the front of the clinic: at reception with telephone and office equipment;
- Multi-tasking and fast-paced office environment;
- Preparation of documents with specific turnaround time and concise drafting requirements.
Qualifications
- Post secondary education in business or office administration
Experience
- 1-2 years in a customer-focused environment
Salary and Benefits:
Rate of Pay: $25.50 per hour; 4% vacation pay; extended health benefits
Job Type: Permanent full-time: 40 hours per week; overtime after 44 hours per week
Start Date: As soon as possible
Applicants are invited to forward a Resume and Cover Letter via email to: niagara.physiotherapy@gmail.com