Receptionist/Administrator

The Receptionist and Administration officer serves as the first point of contact and the primary coordinator for the patient’s experience at Otex. This role is responsible for managing the flow of patients, ensuring clear communication, and maintaining a welcoming clinical environment.

Key Responsibilities & Scope

• Patient Journey & Experience Management
• Front-of-House Excellence: Act as the face of the clinic, providing a warm and professional greeting to all patients upon arrival.
• Initial Triage & Registration: Efficiently handle the check-in process, ensuring all patient files are updated and consent forms are signed.
• Waiting Room Coordination: Proactively manage patient wait times and provide updates to ensure a comfortable and transparent experience.
• Patient Inquiries: Respond to phone, email, and WhatsApp inquiries promptly, providing clear information regarding services and booking availability.
• Clinical Administration & Scheduling
• Appointment Lifecycle: Manage the clinic calendar by scheduling, confirming, and rescheduling appointments to minimize "no-shows" and gaps in the schedule.
• File Management: Maintain accurate digital and physical patient records, ensuring strict confidentiality and data protection compliance.
• Medical Documentation: Assist in preparing patient reports or insurance documentation as requested by the clinical team.
• Billing & Payments: Process payments, issue invoices, and manage daily cash reconciliation with high accuracy.
• Operational Support
• Stock & Inventory: Monitor front-desk supplies and assist in tracking clinical inventory levels to prevent any disruption in patient care.
• Facility Maintenance: Ensure the reception area and patient lounges are organized, clean, and stocked with necessary brochures or refreshments.
• Internal Liaison: Coordinate closely with the Audiology and Sales teams to ensure smooth handovers during the patient’s visit.

Candidate Requirements

Qualifications

• Experience: Previous experience in a medical or clinical setting is highly preferred, with a strong understanding of medical office procedures.
• Communication: Exceptional verbal and written communication skills. Fluency in Arabic is a significant advantage for assisting our diverse patient base.
• Tech Savvy: Proficiency in using the HR platform and office software (MS Excel, Word) for scheduling and record-keeping.

Soft Skills

• Empathy: A patient-centric mindset with the ability to handle elderly patients or those with hearing difficulties with patience and care.
• Organization: Strong multitasking abilities and a high level of attention to detail regarding documentation.
• Professionalism: A polished appearance and a refined, simple communication style that aligns with Otex’s brand standards.

Job Type: Full-time

Pay: AED3,000.00 - AED4,000.00 per month

Work Location: In person