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Patient Coordinator Job Summary: The Front Desk Executive who is the designated Patient Coordinator at TLC Aesthetica plays a crucial role in ensuring efficient operations and delivering exceptional customer service. This position primarily involves handling telephonic inquiries, coordinating with patients, and assisting the Director’s Office with administrative tasks. The Front Desk Executive serves as the first point of contact for clients, creating a positive and welcoming atmosphere while efficiently managing daily responsibilities. Key Responsibilities: A. VIRTUAL FRONT DESK MANAGEMENT 1.Telephonic Enquiries: a) Answering incoming calls promptly, all incoming calls are potentials clients who are reaching out to us for help, addressing client queries, and providing accurate information regarding TLC Aesthetica's services, appointments, and procedures. Offering professional and friendly assistance to enhance the client experience. 2. Appointment Coordination: Scheduling, rescheduling, and canceling appointments using the Office management system. Efficiently managing the appointment calendar to ensure optimal utilisation of resources and minimise scheduling conflicts. 3. Client Coordination: Greeting clients as they arrive, checking them in, and verifying necessary details. Collecting and updating client information, medical history, and consent forms accurately. Coordinating with the medical staff to ensure smooth patient flow and addressing any concerns or special requests. 4. Office Assistance: Assisting the Office with administrative tasks, such as maintaining patient records, managing inventory, ordering supplies, and ensuring the reception area is clean and well-organised. Collaborating with other team members to ensure smooth operations within the facility. 5. Communication and Follow-up: Communicating effectively with clients, colleagues, and medical staff via phone, email, or in-person. Following up with patients regarding upcoming appointments, rescheduling needs, or any other related information. Providing exceptional customer service by addressing concerns promptly and professionally. Skills and Qualifications: 1. Excellent Communication: Strong verbal and written communication skills to interact effectively with clients, colleagues, and medical professionals. Clear and confident phone etiquette is essential. 2. Customer Service: A customer-oriented approach with a passion for delivering exceptional service. Ability to handle client inquiries, concerns, and complaints with empathy and professionalism. 3. Organizational Skills: Excellent time management and organizational skills to manage multiple tasks, appointments, and administrative responsibilities effectively. Attention to detail is crucial for accurate record-keeping. 4. Teamwork and Collaboration: Ability to work collaboratively with colleagues, medical staff, and support teams to ensure smooth operations and a positive work environment. 5. Adaptability and Multitasking: Flexibility to adapt to changing priorities and work effectively in a fast-paced environment. The ability to multitask and prioritize tasks efficiently is vital. 6. Technology Proficiency: Proficiency in using appointment management systems, electronic medical records (EMR), and general computer applications. Experience with administrative software and tools is a plus. Show more Show less
