Medical Secretary jobs in Poole

Client Interaction and Support:

• Greet and check-in clients as they arrive at the clinic.
• Answer phone calls, address inquiries and providing information about services offered.
• Phone calls could be from any client within any of our UK TOPCHIRO Locations.
• Respond to emails in a timely manner.
• Emails could be from any client within any of our UK TOPCHIRO Locations.
• Using our client database, manage appointment scheduling and assist in maintaining the clinic's calendar.
• Process patient payments both cash and card.
• Ensure client comfort and safety.
• Maintain an organised and clean workspace, including examination rooms and waiting areas.
• Throughout any client interaction, educate clients on chiropractic care and wellness plans.
• Act as a liaison between client and chiropractor.

Sales and Lead Management:

• Track new client leads and follow up consistently to maximise conversion rates
• Track leads that have come in via Email/Phone/UCC Near Me
• Maintain and update the lead tracking in the CRM system (Excel Spreadsheet or Sales Force).
• Act as a leader within the team to ensure that the Lead Management Systems are followed, raising any areas of concern to the Clinic Manager or suggesting areas for improvement where necessary.
• Help to modify systems under the advice from a manager.

Clinical Assistance and Success:

• Assist chiropractors during appointment by taking certain tests and examinations.
• Ensure client notes are kept up to date.
• Support office operations such as digital form completion and client onboarding documentation.
• Support clinic diary management and success – taking deposits/payments over the phone.
• Monitor equipment and ensure they are working efficiently - raising any concerns to clinic manager
• Support marketing and patient retention initiatives
• Monitor and manage client satisfaction through surveys, feedback, Google review requests.
• Organising Spinal Screening events/ Health Talks/Neck Care Screenings (if applicable).
• Organising other social events

Leadership and Organisation:

• Lead other Chiropractic Assistants within the team, being a key person for support and guidance. Raising any concerns to the Clinic Manager where necessary.
• Help to assist with onboarding and training of new staff.
• Maintain clinic standards and ensure these are met by all staff, including external observers.
• Oversee daily activities and ensure smooth running of day-to-day systems.
• Manage front desk operations (phones/scheduling).
• Audit client database to ensure correct care plans and schedules.
• Ensure team meetings go ahead.
• Support management staff with writing team meeting minutes.
• Cashing up of cash payments.
• Track office inventory / stock checking / ordering of supplies via liaison with Clinic Manager.
• Organising shift cover. Any relevant return to work meeting will be completed by the Clinic Manager/Director.
• Organise and monitor client feedback and Google reviews.
• Assist with potential client complaints/concerns – raising any concerns and seeking supervision from Clinic Manager.
• Check suitability for refunds and processing refunds.
• Support management staff with establishing and writing new policies and standard operating procedures. E.g. Writing template email responses, processes for record keeping, statistics.
• Support Chiropractors with writing ad-hoc letters to clients.
• Write reports.
• If invited/or applicable, Support business growth. E.g. attend meetings with external suppliers and developers

Experience required:

• Prior experience in a healthcare setting, preferably as a chiropractic assistant or in a similar role.
• Strong interpersonal and communication skills to effectively interact with patients and team members.
• Basic knowledge of chiropractic practice.
• Strong ability to connect with people over the phone and video calls, making people feel comfortable and cared for.
• Excellent verbal communication skills, able to convey warmth, empathy, and professionalism without in-person cues.
• Experience with lead management, patient conversion, or sales in a healthcare setting is a strong plus.
• Ability to multi-task and prioritise duties in a fast-paced environment.
• Proficiency in using office software and scheduling systems.
• A positive attitude, compassion, and a strong commitment to patient care.

Personal characteristics:

• Great organisation and people skills.
• A positive attitude, compassion, and a strong commitment to patient care.
• Willingness to learn.
• High level communication.
• Excellent written and verbal communication skills.
• Ability to self-direct your own work and work independently.
• Ability to lead a team and work in collaboration with others.