Receptionist / Administrative Support

JOB PURPOSE:
The Receptionist is responsible for creating a warm and inviting atmospheres for all clients when they walk in the
door or call the clinic. This position is responsible for the behind-the-scenes operation of the Clinic ensuring things
run smoothly and that all clients and employees are supported.

DUTIES AND RESPONSIBILITIES:
• Front Desk is responsible for welcoming patients either in person or on the phone in a pleasant, professional
manner-always. Provide answers to inquiries, book appointments, reschedule appointments or take complete
messages to be passed on to technicians or manager.
• Send consultation forms to new clients via email and follow—up if not received, forward to Technician to review
prior to appointment
• Maintains patient records by obtaining, recording, and updating personal information.
• Accountable for optimizing patients’ satisfaction, technician time, and treatment room utilization by scheduling
appointments based on timelines provided by technicians.
• Protects patients’ rights and abides by FOIP provincial requirements by maintaining high levels of confidentiality.
• Comforts patients by anticipating patients’ anxieties; answering patients’ questions.
• Maintain order and cleanliness of the reception area and other clinic areas when called upon.
• Maintains business office inventory and equipment by checking stock to determine inventory level, anticipating
needed supplies and ordering and verifying receipt of supplies and deliveries.
• Maintains operations by following policies and procedures; reporting needed changes.
• Contributes to the team and finds ways to go above and beyond in making positive experiences for another team
members and patients.
• Provide basic and accurate information
• Track expenditures of the Clinic and provide documentation to the Owner or Bookkeeper as requested
• Maintain filing system, perform general office procedures
• Accept in-person payments and process online purchases (preparation to mailing)
• Other duties as assigned

KNOWLEDGE AND SKILLS
• Listens to, accurately comprehends, and responds to queries from patients, technicians, and trichologist in an
accurate, clear, concise and courteous manner.
• Calmly listens, assesses, clarifies problems, and responds with options to patients who may be upset, confused, or angry.
• Develops and maintains positive work relationships with co-workers, patients, and others encountered through position.
• Ability to function effectively in a fast-paced work environment with challenging and often competing priorities.
• Identifies, designs, and contributes to the development of new ideas and approaches to improve office processes and systems.
• Flexibility, organization, and superior time management capabilities.
• Excellent attention to detail in all communications and entries, plus understanding difficulties inaccurate entries
may cause.
• Trustworthy with high ethical standards, deep understanding of confidentiality, and high level of personal integrity
WORKING CONDITIONS
Physical Demands – LOW
• This role will primarily involve sitting at an ergonomic workstation, working on a computer, and answering phone.
• This role may require doing some moderate lifting of boxes of supplies and assisting patients with movement into
the clinic and into/out of the waiting area.
• Occasional bending, squatting, and kneeling for filing, cleaning, and accomplishing tasks.
Environmental Demands – LOW
• Work will take place in a climate-controlled office environment.
• There are chemical hazards associated with the use of cleaning supplies that this role will be required to use.
Mental Demands – MEDIUM
• Not being able to discuss issues and topics related to work with friends and family.
• Managing several requests and situations at one time. (Requests from Technicians, phone ringing, and
patients at the front desk.)
• Stress may be caused by learning of patients’ diagnoses or the continued declining health of patients.
• Constant distractions will surround this role, noise, movement of people, and multiple tasks.

DIVERSITY STATEMENT
Restore Hair Loss & Scalp Clinic strives to foster a workplace in which all individuals maximize their potential, regardless of their differences, including age, gender, religious beliefs, sexual orientation, or disability. We strive to attract, engage, develop and celebrate exceptional people and organizations by providing a workplace that is inclusive and reflective of the diverse community we serve.
The above statements describe the general nature and level of work performed by this position. It is not an exhaustive list of all responsibilities and activities required for the role.