Polyclinic Receptionist

Job Purpose The Receptionist serves as the first point of contact for patients and visitors, ensuring a welcoming and efficient reception experience. This role involves managing patient check-ins, handling inquiries, scheduling appointments, and maintaining accurate records. The receptionist plays a crucial role in promoting a positive image of the polyclinic and ensuring smooth administrative operations. Key Responsibilities 1.      Patient Reception and Check-In: o    Greet patients and visitors in a courteous and professional manner. o    Verify patient information and complete check-in procedures. o    Inform patients of waiting times and provide necessary information. 2.      Appointment Scheduling: o    Schedule and confirm patient appointments. o    Manage the appointment calendar to optimize the utilization of clinical services. o    Notify patients of any changes to their scheduled appointments. 3.      Patient Inquiries and Communication: o    Handle incoming calls and respond to patient inquiries. o    Provide information about services, policies, and procedures. o    Direct patients and visitors to the appropriate departments or personnel. 4.      Record Management: o    Maintain accurate and up-to-date patient records. o    Process patient registration forms and update information as needed. o    Ensure confidentiality and security of patient information. 5.      Billing and Payments: o    Collect payments for services rendered and issue receipts. o    Assist patients with billing inquiries and insurance claims. o    Maintain accurate records of financial transactions. 6.      Administrative Support: o    Assist with administrative tasks such as filing, e-mails and communications, and photocopying. o    Support the Admin Manager and other staff with special projects and tasks. o    Maintain a clean and organized reception area. 7.      Quality and Compliance: o    Adhere to healthcare and organizational regulations, standards, and protocols, especially regarding patient confidentiality and data protection.  o    Participate in quality improvement initiatives aimed at enhancing the efficiency of front-desk services.  o    Ensure compliance with health and safety protocols in the reception and waiting areas. Professional Development: o    Stay updated on administrative best practices and clinic procedures.  o    Participate in any required training programs and professional development activities. Qualifications ·         Relevant educational degree; additional qualifications in healthcare administration or customer service are a plus. ·         Minimal 1 to 2 experience as a receptionist or in a customer service role, in a healthcare polyclinic. ·         Strong communication and interpersonal skills. ·         Proficiency in using office software and patient management systems. ·         Excellent organizational skills and attention to detail. ·         Ability to handle multiple tasks and work under pressure. ·         Experience with scheduling systems, patient management software, or electronic health records (EHR). ·         Experience with the health insurance processes, roles and regulations. Key Competencies: ·         Customer Service Orientation ·         Effective Communication ·         Multitasking and Time Management ·         Attention to Detail ·         Professionalism ·         Empathy and Compassion Working Conditions 1.     Environment: ·     Work is performed in a clinic or healthcare setting, primarily at the reception desk.  2.      Hours: ·    Full-time position with varying shifts, including weekends and holidays when needed. Requirements