Front Desk/Admin Officer at Physio Centers of Africa

Unit: Admin
Reports to: Clinic Coordinator

Job Description

• Welcomes clients by greeting them, in person or on the telephone; answering or directing inquiries.
• Planning and scheduling appointments for new and recurring clients based on physiotherapists availability. Leverages electronic patient management system and Outlook to make appointments for clinic staff.
• Provide clients with intake forms and other documents required. Ensures all clients are aware of appointment and payment guidelines prior to appointment and or receipt of service.
• Assists physios by ensuring that therapy rooms, gym and other areas are ready to intake clients.
• Organizing and maintaining client files and records.
• Ensures availability of treatment information by filing and retrieving patient records.
• Maintains patient accounts by obtaining, recording, and updating personal and financial information.
• Protects patients' rights by maintaining confidentiality of personal and financial information.
• Process payments from patients and ensure correct utilization of Payments software and tools as well as the tools to record the financial transactions.
• Provide clients with support and guidance as needed
• Providing quality customer service, raising to the attention of his/her line manager and others any customer service issues and queries as well as supporting the resolution of issues.
• Ensures that visitors log is kept, a tracking of number of appointments, new evaluations, purchases and other information is maintained and up to date.
• Support the equipment sales, Home Care and other business units operating within a center by taking orders and assisting on the execution of the order.
• Maintains operations by following policies and procedures; reporting needed changes
• Provide any other support and analyses as may be directed by the clinic Coordinator
• Managing the day-to-day operations of the office
• Liaising with all vendors and suppliers working for the clinic
• Purchasing of consumables and maintaining inventory of assets and equipment Placing and expediting orders for supplies; verifying receipt of supplies. Processes all invoices in the clinic both for staff and sales from equipment store Supervising junior staff

Competency and Skills Requirements
Critical Characteristics:

• Knowledge of customer service delivery
• Bookkeeping and use of accounting software
• Has an entrepreneurial spirit and must be willing to take risk
• Be willing to grow with the business and be adventurous
• A problem solver and can work independently
• Someone not concerned with hierarchy and ready to roll up sleeves
• Good multitasking capabilities
• Good analytical and problem-solving skills
• Good time management skills
• Proficiency in the use of Microsoft Word, PowerPoint, Excel and other spreadsheet applications
• Presentation capability.

Minimum Qualifications

• Master's or B.Sc.
• Minimum of 2 years’ experience in an industry that focuses on customer experience, retail, spa/gym.

Generic Skills:

• Ability to work well under pressure
• Very good interpersonal and team skills
• Excellent verbal and written communication skills
• Customer focus
• Client relations
• Strong organizational skills.