Receptionist at Georgian Bay Vein Clinic

Role Description: Medical Receptionist
Employer: Georgian Bay Vein Clinic
Average Weekly Hours: ~6 hours per day 3-4 days per week (subject to need and availability).
Overview:
As a valued member of the Georgian Bay Vein Clinic team, the medical receptionist plays an integral role in ensuring the efficient functioning of our clinic. This document outlines the roles and responsibilities expected of the medical receptionist, emphasizing the importance of maintaining high standards of professionalism, communication, and administrative support.
Key Responsibilities:
Communication Management:
Answer incoming phone calls promptly during clinic hours.
Ensure all missed calls are returned by the end of each business day.
Respond to emails and other correspondence in a timely manner, utilizing templates when applicable.
Maintain accurate records of all communications and interactions with patients, colleagues, and external parties.
Appointment Scheduling:
Schedule patient appointments using the clinic’s appointment booking system Jane.
Coordinate appointment times based on patient availability and clinic schedules.
Notify patients of upcoming appointments and provide necessary instructions or preparations.
Administrative Support:
Assist with administrative tasks including filing, supply orders, data entry, etc…
Maintain patient records with strict adherence to confidentiality protocols.
Prepare documents and forms for patient intake and registration as needed.
Progress Tracking:
Keep a comprehensive log of ongoing tasks and responsibilities using the clinic’s designated online progress note/handover sheet.
Update the log regularly with pertinent information regarding patient inquiries, appointment changes, and clinic activities.
Urgent Matters Notification:
Promptly notify the Medical Director or Clinic Manager of any urgent matters or concerns requiring immediate attention.
Exercise discretion and judgment in determining the urgency of situations, escalating as necessary.
Office Presence:
Maintain regular physical presence in the office during scheduled hours.
Monitor incoming deliveries, faxes, and other physical correspondence during office visits.
Note: The outlined responsibilities are tailored to the current medical receptionist position and may be subject to periodic review and adjustment based on evolving clinic needs and operational requirements.