Job Description

Experienced Aesthetic Clinic Receptionist- Arabic
About the job

The Aesthetic Clinic Receptionist is responsible for managing front desk operations, delivering exceptional customer service to patients, and ensuring the smooth and efficient running of the clinic. This role involves coordinating patient appointments, handling administrative tasks, and acting as a liaison between patients and healthcare providers to enhance the client experience.

Key Responsibilities: Front Desk Operations:

• Greet patients and visitors with a warm, professional demeanour, ensuring a welcoming atmosphere.
• Manage phone calls, messages and walk-in inquiries related to aesthetic treatments, services, and appointments.
• Schedule, confirm, and manage patient appointments, including cancellations and rescheduling to optimize clinic flow.
• Verify patient details, including treatment preferences and any necessary consent forms, while maintaining updated records.
• Ensure the reception area is clean, well-organized, and stocked with marketing materials and brochures.
• Process payments, issue receipts, and accurately maintain financial and patient records.
• Coordinate with medical professionals to ensure a seamless and high-quality patient experience.

Patient Coordination:

• Provide patients with essential information about their appointments, procedures, aftercare, and clinic policies.
• Work closely with medical staff to ensure smooth patient flow, minimize wait times and address any concerns or special needs.
• Manage patient documentation, ensuring all forms and records are complete, accurate, and kept confidential.
• Follow up with patients regarding outstanding payments, ensuring proper billing and timely collection.
• Actively cross-sell aesthetic services, helping clients discover additional treatments or products suited to their needs.
• Introducing new packages to boost sales and drive customer engagement.
• Introducing new packages to boost sales and drive customer engagement.Administrative Tasks:
• Handle billing and payment processing, including managing payments for treatments, packages, and promotional offers.
• Maintain organized patient files and records, ensuring strict adherence to privacy and confidentiality regulations.
• Monitor and manage office supplies and equipment inventory, ensuring the clinic operates smoothly.

Communication and Coordination:

• Facilitate clear and effective communication between patients, aesthetic providers, and other clinic departments.
• Assist with referral management and coordination of follow-up appointments, ensuring continuity of care.
• Manage patient inquiries, complaints, or issues professionally, ensuring timely resolution and patient satisfaction.

Compliance and Confidentiality:

• Ensure compliance with healthcare and aesthetic industry regulations, including clinic policies and safety protocols.
• Maintain strict confidentiality of patient information, handling all sensitive data with the highest level of discretion.

Qualifications:
Knowledge of billing, insurance procedures, and payment follow-up processes is preferred.
Minimum of a degree or equivalent; additional certification in medical office administration, aesthetics, or a related field is advantageous.
At least 2 years of experience in a receptionist or administrative role within an aesthetic or healthcare setting.
Strong interpersonal and communication skills, with a focus on providing outstanding customer service.
Proficiency in office software, including Microsoft Excel, Word, and clinic management systems (CRM).
Ability to multitask effectively in a fast-paced environment, maintaining attention to detail and organization.
Familiarity with aesthetic treatments, services, and medical terminology is a significant advantage.