Receptionist/Administrator

Overview

Key Responsibilities & Scope

• **Patient Journey & Experience Management**
• Front-of-House Excellence: Act as the face of the clinic, providing a warm and professional greeting to all patients upon arrival.
• Initial Triage & Registration: Efficiently handle the check-in process, ensuring all patient files are updated and consent forms are signed.
• Waiting Room Coordination: Proactively manage patient wait times and provide updates to ensure a comfortable and transparent experience.
• Patient Inquiries: Respond to phone, email, and WhatsApp inquiries promptly, providing clear information regarding services and booking availability.
• **Clinical Administration & Scheduling**
• Appointment Lifecycle: Manage the clinic calendar by scheduling, confirming, and rescheduling appointments to minimize "no-shows" and gaps in the schedule.
• File Management: Maintain accurate digital and physical patient records, ensuring strict confidentiality and data protection compliance.
• Medical Documentation: Assist in preparing patient reports or insurance documentation as requested by the clinical team.
• Billing & Payments: Process payments, issue invoices, and manage daily cash reconciliation with high accuracy.
• **Operational Support**
• Stock & Inventory: Monitor front-desk supplies and assist in tracking clinical inventory levels to prevent any disruption in patient care.
• Facility Maintenance: Ensure the reception area and patient lounges are organized, clean, and stocked with necessary brochures or refreshments.
• Internal Liaison: Coordinate closely with the Audiology and Sales teams to ensure smooth handovers during the patient’s visit.

Qualifications

• Experience: Previous experience in a medical or clinical setting is highly preferred, with a strong understanding of medical office procedures.
• Communication: Exceptional verbal and written communication skills. Fluency in Arabic is a must for assisting our diverse patient base.
• Tech Savvy: Proficiency in using the HR platform and office software (MS Excel, Word) for scheduling and record-keeping.

Soft Skills

• Empathy: A patient-centric mindset with the ability to handle elderly patients or those with hearing difficulties with patience and care.
• Organization: Strong multitasking abilities and a high level of attention to detail regarding documentation.
• Professionalism: A polished appearance and a refined, simple communication style that aligns with Otex’s brand standards.

Job Type: Full-time