Clinic Supervisor (Part Time)

The Dermatology Partnership; City Of London; On-site; GBP 20,000 - 25,000; Part time

Job summary

A leading private clinic located in Wimbledon seeks a dynamic individual to manage reception duties. Responsibilities include overseeing patient check-ins, managing schedules, and ensuring smooth daily operations. The ideal candidate should have strong multitasking skills and a keen focus on client satisfaction. This part-time, permanent role offers benefits including discounts on treatments and a birthday day off.

Benefits

Employee discount on medical and aesthetic treatments

Perkbox

Birthday day off

Qualifications

• Ideally suited for a fast-paced environment.
• Proficient in managing reception and administrative duties.
• Ability to effectively manage patient interactions.

Responsibilities

• Manage all aspects of the reception.
• Ensure clinic rooms are ready each day.
• Support aesthetic and nurse services with administrative tasks.

Skills

Multitasking

Customer service

Communication skills

Education

GCSE or equivalent

Job description

Overview

This role is ideal for a dynamic individual who thrives in a fast-paced private clinic environment. The successful candidate will be a quick learner, able to think outside the box and proficient in multitasking. You will be fully managing all aspects of the reception, ensuring smooth daily operations as listed in the job description. Full training and support (on the job) will be provided during the temp period, after which you should be capable of working independently, managing the reception and supervising the clinic in the absence of management.

Responsibilities

• Open/close practice
• Run reception and set up Clinics as per Standard Operating Procedures
• Check in patients on arrival and notify the Doctor when they arrive
• Print Doctor’s Clinic schedules each day
• Book procedures and treatments as per Standard Operating Procedures
• Ensure Clinic rooms are equipped and ready each day in the absence of the HCA/Nurse
• Work closely with the bookings team in relation to calls, appointments and general enquiries as per Standard Operating Procedures
• Deal with Doctors queries/needs
• Print prescriptions daily which need to be signed by Doctors on the same day and actioned accordingly
• Support Aesthetic and Nurse services fully with administrative duties as per protocol
• Ensure an accurate audit trail around all patient documentation and communication
• Financial understanding of self-funding and insured patients
• Create invoice and billing reports and upload charge sheets and all documents
• Ensure the correct documentation forms are given to patients on arrival to fill out
• Book follow-up or rescheduled appointments
• Understand the internal referral process and adhere to it
• Cancel any appointments as directed by the Management team
• End of day Clinic responsibilities regarding appointments as per Standard Operating Procedures
• Complete accurate Consultant Referral and Charge sheets, and understand the consequences of incompletion or inaccuracy
• Manage referrals prior to contacting patients to reduce potential occurrence of incidents/mistakes and to ensure good customer service
• Take deposits for new bookings, payments and process refunds
• Manage post – letters needing printing and posting on a daily basis

Patient Journey

• Delivering an efficient and professional first-class patient experience
• Promoting high standards of clinical care to all of our patients regarding any complaints received and forward to the relevant Manager
• Knowledge of patient needs to ensure the patient is booked in with the most appropriate Doctor on the date of their choice
• Answer telephone calls courteously, relay messages accurately and promptly, and answer general enquiries by visitors

Health and Safety

• Take reasonable care of your own Health and Safety and that of any other person who may be affected by your acts or omissions at work
• Co-operate with the TDP in ensuring that statutory regulations, codes of practice, local policies and departmental health and safety rules are adhered to including risk assessments, accident reporting and investigation
• Ensure that initial Health and Safety instruction is provided during the induction of new employees

Confidential Matters

• Ensure that you are familiar with and adhere to TDP policy and procedures on Information Governance. This includes disclosure of information, records management and management of confidential information
• Always maintain patient confidentiality
• Ensure accurate record keeping as per Clinic Processes

Professional Standards and Performance Review

• Ensure that you are familiar with the TDP Equality and Diversity policies. This incudes respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues and behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights
• Ensure that you are familiar with and adhere to Safeguarding procedures and guidelines and undertake any additional training in relation to safeguarding relevant to your role
• Participate in statutory and mandatory training as appropriate for the post. Maintain consistently high, personal and professional standards and act in accordance with the relevant professional code of conduct
• Take responsibility for the maintenance and improvement of personal and professional competence and to encourage that of colleagues and subordinates
• Participate in appraisal processes including identifying performance standards for the post, personal objective setting, and the creation of a personal development plan in line with outline for the post

Additional Duties

This job description is intended to be a guide and will be subject to review/change. Changes made following consultation with the post holder. Job Type: Part-time, Permanent.

Benefits and Requirements

• Employee discount on medical and aesthetic treatments
• Perkbox
• Birthday day off
• Ability to commute/relocate: Wimbledon – reliably commute or plan to relocate before starting work (preferred)
• Education: GCSE or equivalent (preferred)
• Language: English (required)
• Work Location: In person