Clinical Operations Coordinator

5 days ago

Singapore AO PSYCHOLOGY PTE. LTD. Full time
About AO Psychology

AO Psychology is a holistic mental wellness psychology practice that integrates psychology, yoga, and nutrition to provide comprehensive care for the mind, body, and emotions. Our services cater to individuals and corporate clients, and we aim to redefine mental wellness through a multi-disciplinary approach.

Job Overview

We are seeking an organized and professional Clinical Administrator/Receptionist to ensure a smooth client experience from scheduling appointments to managing clinic operations. This role requires excellent interpersonal skills, high-level organization, and experience managing administrative needs in a psychology or wellness practice.

Key Responsibilities:
  • Greet clients warmly, ensuring they feel comfortable and supported upon arrival, while maintaining patient confidentiality and handling sensitive client information with discretion and care.
  • Manage appointment bookings, cancellations, and rescheduling through phone, email, and online platforms, ensuring seamless scheduling across services.
  • Answer phone calls, emails, and client inquiries, providing relevant information and directing to appropriate services, while supporting external therapists renting therapy rooms and ensuring they have access to necessary resources.
  • Coordinate with therapists, nutritionists, and yoga instructors to ensure accurate scheduling and efficient operation of services.
Administrative & Clinic Operations:
  • Oversee the day-to-day running of the clinic, ensuring all services operate efficiently, and maintain accurate financial records.
  • Process client payments, issue invoices, and manage inventory, including office supplies and wellness materials.
  • Ensure all rooms, including therapy spaces and common areas, are well-maintained and meet hygiene standards.
Client Management & Reception Duties:
  • Assist clients with paperwork or forms needed before their sessions, while maintaining accurate and up-to-date client files.
  • Use practice management software to input client data, schedule appointments, and track attendance, ensuring proper filing and record-keeping.
Support to Practitioners:
  • Coordinate with psychologists, therapists, and other wellness providers to ensure they are informed of their daily schedules and any client updates.
  • Assist in managing the flow of clients in the clinic, ensuring practitioners have adequate time between sessions.
Patient Records & Data Management:
  • Maintain accurate and up-to-date client files, ensuring that client information is securely stored in compliance with healthcare regulations.
  • Handle clinic documentation, including client intake forms, consent forms, and follow-up notes, ensuring proper filing and record-keeping.
Qualifications:
  • Diploma in Business Administration or related fields.
  • Previous experience as a receptionist or clinic manager in a psychology or wellness setting is highly preferred.
  • Excellent organizational and time management skills, with the ability to multitask in a fast-paced environment.
  • Strong communication skills, both written and verbal, and the ability to interact with clients with empathy and professionalism.
  • Ability to handle confidential information with discretion and professionalism.
  • Customer-service oriented, with a calm and friendly demeanor.
Benefits:
  • $60,000 - $80,000 per annum, depending on experience.
  • Access to medical and holiday leave benefits.
  • Opportunities for professional development within a holistic mental wellness practice.
  • Supportive and positive work environment.

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