Medical Administrative Assistant - (ZR_20195_JOB)

This is a remote position.

• Managing telephone calls, directing queries to the relevant person, taking, and distributing messages as appropriate

• Appointment Scheduling – efficiently manage appointment booking system, ensuring accurate scheduling and coordination of treatments, consultations, sessions, and follow-up visits. Ensuring that clients receive the necessary information and instructions for their appointments

• Diary management and booking skills – you will need to maximize each diary to ensure they are appropriately scheduled

• Client Communication 

• Provide exceptional customer service, upholding the company's professional image at all times through phone, email and social media interactions
  

• Answer inquiries, address concerns and provide information about our services
  

• Be able to assist with client coordination and call-back requests / triage for new enquiries with the support of the team
  

• Build and maintain and engaging and positive relationship with the clients ensuring their satisfaction and addressing any feedback or concerns
  

• Own the client feedback and review process - generating a good daily flow of positive reviews across all platforms
  

• Check-in and Check-out – facilitate this process handling administrative tasks such as consent forms, payment processing and documentation

• Collaboration with Senior Management

• Work closely with senior clinical team and managers to ensure efficient coordination of appointments and the smooth flow of operations
  

• Escalating important problems to senior staff on time and maintaining effective communication with the team
  

• Support senior team 

• Support virtual meetings and conferences, coordinating schedules and managing virtual meeting platforms
  

• Take minutes as required and email forthcoming agendas to relevant parties
  

• Manage the meeting room bookings via Outlook calendars, approve bookings, notify of any clashes ensuing optimum efficiency of the meeting rooms.
  

• Perform general administrative tasks such as filing, data entry, and managing correspondence.

• Strong involvement in creating content for ViTOX services to aid marketing and client education across various platforms

• Manage general clinic operations relating to practitioner and client journey

• Communicate effectively with ViTOX staff or clinical team, and other healthcare professionals via virtual platforms, email, and phone to provide a professional and positive experience for all clients

• Preparing patient files and individual clinic lists for practitioners according to their diaries and treatments booked

• Assist with the coordination of referrals, laboratory tests, and prescription refills, following up as necessary to ensure timely completion.

• Oversee day to day activity, ensuring the team is compliant with policies and SOPs

• Lead weekly staff huddles to identify areas of operational improvement, reporting back to the Clinic Manager

• Develop strong rapport with each team member and manage their diaries/lists

• Co-ordinate activity across integrated care team, liaising will all disciplines to ensure smooth running of procedures and external clinic partners

• Manage and organize electronic medical records and documentation in compliance with confidentiality and data protection regulations. 

• Maintain and update client information and medical histories accurately in the electronic health records (EHR) system.

• Liaise with IT Support providers to set up all new starters on IT systems.

• Manage stock levels, source items, and ensure minimum stock levels are always met 

• Billing Tasks - Taking correct payments and accurately maintaining client accounts, invoices, and financial records. Also addressing billing inquiries from patients

• Maximising revenue opportunity through link and upselling treatments, courses, and retail

• Have full understanding of the ViTOX health/wellness services and products (offer correct information and support on treatments and services when communicating with clients) to ensure client satisfaction 

• Comply with ViTOX processes, Health and Safety obligations, CQC policies and promote a healthy, safe working environment. (training will be provided)

• Any other duties as reasonably identified by the line manager

Requirements