Job Description

Overview

Synthesis Clinic is seeking an experienced and skilled Medical Receptionist and Administrator to join our team in providing excellent customer service and administrative support. The ideal candidate will have strong organisational and IT skills, exceptional attention to detail, experience in healthcare (medicine or allied healthcare, including nutrition) and a friendly approach. You will be expected to cover reception at Synthesis Clinic and perform clinic coordinator duties for our clinic team, including doctors and allied health professionals. The role is initially part-time contracted at 20-30 hours per week with hybrid working and can potentially evolve into a full-time salaried role for the right candidate. You will be required on-site at least part of the day on Tuesday, Wednesday, Thursday and Friday, with flexible working on Monday (remote or on-site, according to the clinic need). Please only apply if you can reliably commute to our clinic's location near Twyford, Berkshire, and are located within 45 minutes of RG10 9XQ. You will need to be prepared to travel to the site as much as necessary for the performance of the role, including potential for being full-time on-site in the future.

Synthesis Clinic is a specialist-led practice where the very best of contemporary, cutting-edge precision medicine and precision health is interwoven with evidence-based nutrition, lifestyle, psycho-emotional wellbeing, and complementary therapies. Founded by Dr Nina Fuller-Shavel, our clinic offers an award-winning personalised approach to integrative cancer care, pain care and women's health, which champions empowerment with expertise and empathy at its core.

Reception responsibilities

- Greet and assist visitors in a professional manner
- Answer and direct phone calls promptly
- Perform clerical duties such as filing, photocopying, and data entry
- Manage office supplies and maintain an organised reception area
- Schedule appointments and manage calendars in our EHR (electronic healthcare record system), liaising with clinic coordinators
- Handle incoming and outgoing mail and supplies

- Handle initial email contact and direct enquiries to the appropriate clinical team

- Provide any appropriate information on clinic services to clients both within the clinic and potential clients phoning in

- Keep up-to-date records of office expenses and costs and support stock keeping and relevant ordering at the clinic under guidance from the practice manager and Director

Clinic coordinator responsibilities - development opportunity

The clinic coordinator's role as an evolution from the receptionist role involves:

Providing appropriate and accurate information about the clinic's services to new enquirers. Assist new clients and patients with the onboarding process to our clinical software portal Supporting the client through their care pathway and act as contact point between the clinicians and client during the duration of their team care at Synthesis Clinic. Liaising with the clinical software support team regarding any issues on our clinical portal Assisting patients and clients with any issues on their clinical portal and escalate any ongoing technical problems to the Practice Manager. Clinician diary management including monitoring necessary paperwork (intake forms) which need to be completed prior to the appointment and ensuring test results are received. Liaising with laboratories including organising phlebotomy / courier logistics as required. Discussing any client queries with relevant clinicians and escalate complaints to the Practice Manager. Scheduling meetings for relevant clinicians when required. Taking part in regular team meetings with support staff, Practice Manager and Director and keeping accurate minutes for approval by the management team. Being able to proactively troubleshoot problems (client & IT/ technical issues) and resolve these problems in a professional and diplomatic manner. Where necessary escalate to the Practice Manager or Director for further support. To perform any other reasonable duties as directed by clinical staff and management. To ensure GDPR compliance and data safety are always in place within the organisation and virtual workspace. Complete online training modules in line with job role (Bluestream training) as per our CQC registration and regulations. This will also involve agreeing to relevant practice policies and procedures. Assisting the Practice Manager with audits when required. Please note that there is an absolute duty of confidentiality when you work in a healthcare setting. It is crucial that you do not in any way discuss or disseminate patient identifiable information at any point outside the clinic. It will therefore be required that you sign a confidentiality agreement prior to commencement of working with us.

Skills

- Proficient in Google Suite and Office Suite for office tasks

- Strong customer service and communication skills
- Strong computer skills to efficiently handle office tasks
- Ability to perform clerical and administrative duties effectively and excellent organisational skills with effective time management
- Excellent phone etiquette for professional communication
- Typing skills for accurate data entry

Experience

You must have experience working in reception, administration or as an executive or virtual assistant in a healthcare setting (NHS or private care). Clinical experience, such as HCA, nursing, nutrition, physiotherapy or other roles within healthcare, is strongly recommended for success in this role but not essential.

If you are a proactive individual with excellent communication skills and the ability to multitask, we invite you to apply for this Medical Receptionist and Administrator position with the development opportunity to combine this with a Clinic Coordinator role for one of our clinical teams.

Job Types: Full-time, Permanent

Pay: 20.00-25.00 per hour

Expected hours: 20 - 30 per week

Benefits:

Company events Company pension Free parking On-site parking Transport links
Ability to commute/relocate:

Reading RG10 9XQ: reliably commute or plan to relocate before starting work (required)
Education:

A-Level or equivalent (required)
Experience:

Healthcare: 3 years (preferred) Administrative: 3 years (required)
Licence/Certification:

Driving Licence (preferred)
Work authorisation:

United Kingdom (required)
Work Location: In person