Entry Level Medical Receptionist jobs

Job Overview
We are seeking a passionate , organised MEDICAL RECEPTIONIST / PATIENT CO-ORDINATOR to join our team to cover reception, welcome walk ins, do bookings , answer phone calls etc . The successful candidate will serve as the first point of contact for patients .

We do ask that there is no conflict of interest working elsehwere for skin or skin care companies.

Depending on your experience your hourly rate will be agreed and paid. We may consider beauty graduate in a training role.

Duties

• Selling skin care
• Manage appointment scheduling, cancellations, and reminders efficiently
• Answer incoming phone calls promptly and direct enquiries appropriately
• Maintain accurate sales records
• Ensure the reception area remains tidy, organised, and professional at all times

Experience

• Prior experience is preferred but not essential, with a preference for candidates in healthcare / skin clinic setting.
• Strong organisational skills and attention to detail are required to manage multiple tasks effectively
• Excellent communication skills, both written and verbal, are necessary for interacting with patients and team members is required
• Proficiency in using office software such as Microsoft Office Suite / Google or equivalent is desired.
• Ability to remain calm under pressure and handle sensitive patient information discreetly

This role is ideal for individuals who are personable, efficient, and eager to contribute positively to a busy skin practice with room to grow. Applicants should demonstrate professionalism, reliability, and a genuine desire to assist others in a healthcare environment, a genuine passion for all things skin and skin treatments and a passion to learn and elevate their skills. We are happy to train a graduate for the right fit.

Job Description:

About us

FACIEM DERMATOLOGY is a highly reputable boutique clinic in the heart of Kensington, just off High Street Kensington and we have just moved into our new premises on the world famous Kensington Church Street. You will thus be part of an established business but part of its expansion. We have been a dedicated Medical and Cosmetic Dermatology service since 2019. We have over a 2000 clients in London and a few hundred in Birmingham and growing. We are extremely professional, friendly and evidence based and clients rely on us to offer them the best of dermatology & aesthetics without false hopes and gimmicks. Our brand new site has now opened and us very beautiful and clean and well equipped. As well as provided high end advanced dermatology and aesthetic services we will now also provide general medical consultation for adults and children and weight loss service and IV drips.

Your role will include part time for 2-3 days per week

1. Welcoming clients registered or walk ins for skin care ( full training in skin care will be provided )

2. Taking new bookings through answering the phone and whatsapp communications with existing and new clients.

3. Sending email confirmations, deposit payment requests.

4. You will be asked to monitor and respond to the general email.

5. Yours hours will be 10-7pm .

6. You will also be asked to assist in the set up of the new buisness venture which you will be given details of at the interview. This will enhance your exposure to the skincare industry.

7. Over time you will be rewarded with IT equipment, onsite amenities and increased rates of pay as well as attending industry events and parties.

8. You must maintain highest levels of organisation and be courteous and well presented at all times.

Your CV / Skills should include and we expect :

Client journey / Skin care sales management

• Dealing with client enquiries in the utmost polite and professional manner, maintaining exceptional standards of customer service and upholding the company's professional image at all times
• Converting leads into bookings and product sales.
• Managing telephone and email enquiries, appointment bookings and maintaining accurate client records against the computer database
• Arriving and checking out patients according to the booking system and dealing with patients who are late and whom have not attended their appointments
• Taking correct payments and accurately maintaining client accounts, invoices and financial records

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

• Be able to assist with patient coordination and call-back requests / triage for new enquiries with the support of the team
• Triage patient issues, and escalate to Dr Prasad / Manager as appropriate/ needed
• Recording accurate and confidential notes on the patient management system
• Maximising revenue opportunity through product signposting and upselling treatments, courses and retail
• Maintain a professional and calm attitude when speaking and dealing with patients, visitors and users to the clinic
• Have full understanding of the aesthetic/wellness service and products to ensure client satisfaction, you will be provided training and information

Team integration

• Taking and passing on relevant messages to relevant colleagues
• Supporting clinic managers and team members with additional duties as and when required
• 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 seniors / Dr Prasad
• Floor management, checking coffee / tea machine and tap station area
• Develop strong rapport with each team member and manage their diaries/lists
• Co-ordinate activity across the Experiential Centre, liaising will all disciplines to ensure smooth running of procedures
• Any tasks assigned by your line manager or clinic partners
• Solution focussed and ability to deal with a range of personalities

Administrative/Operational

• Maintain CRM systems, ensuring all data input/documentation for treatments/services/products for patient and patient files are up to date and organised
• Ensuring the clinic is always looking immaculate, clean and tidy as you will be responsible for front of house
• Closing up, ensuring end of day banking and PDQ reconciled and is correct.
• Manage stock levels, source items and ensure minimum stock levels are always met
• General clinic operations relating to practitioner and patient journey
• Opening and closing duties
• Administrative duties, scanning, filing, post office, creating content

Diary management and booking skills, to maximise room occupancy and schedules

• Create a warm, welcoming reception and waiting area

Knowledge

• Have basic knowledge of services/treatments/products offered (training will be provided) in order to offer correct information and support on treatments and services when communicating with clients
• Follow and adhere to Faciem policies, processes and procedures, ensuring confidentiality and in line with CQC regulations (training will be provided)

Skills and Qualifications

• Background in working at private, NHS medical or aesthetic clinic as a therapist and working at front desk
• Well-presented, confident, punctual, reliable, intuitive able to communicate with high net worth and high-profile client
• Act in professional, friendly, polite and positive manner with clients at all times
• Able to maintain confidentiality, professionalism and attention to detail
• A strong communicator with excellent oral and written communication skills
• Able to deal with complex issues fast and efficiently putting clients first at all times
• Experience working in a CQC environment (Desirable)
• Understanding the implications of the Data Protection Act, Caldicott Principles and GDPR
• Proficient in appointment management with an ability to multitask IT systems with complete accuracy
• Ability to be discreet and empathetic

Job Type: Medical receptionist

Benefits:

• Company events
• Company pension
• Free flu jabs

Application question(s):

• Do you have any knowledge of a beauty booking platform like Treatwell or Pabau ?
• Can you start in 1-2 weeks ?

Experience:

• beauty aesthetic setting or healthcare: 1 year (preferred)
• front of house role in skin care preferred

Work Location: In person

• Ability to multitask, being able to switch with ease from the reception desk to administration and phone/email enquiries
• Independently prioritising and managing your own workload to ensure an efficient service is provided, being flexible and adaptable to change

Pay: £13.50-£15.00 per hour

Application question(s):

• Can you start in 1-2 weeks ?
• Can you provide sick leave notice as emergency during staff sickness ?
• Do you know much about dermatology treatments or aesthetic treatments ?
• How much do you know about skin care ? ZO Skin , Obagi and Skinceuticals ?
• Have you worked with Pabau or similar client booking system before or EMIS WEB or similar in NHS ?
• Have you worked in a skin clinic / dermatology setting before or NHS clinic ?
• Are you ok working 2-3 days per week ?

Work Location: In person