Virtual Receptionist

Responsibilities of a Remote Virtual Receptionist/ Virtual Clinic Assistant at Psychology Blossom
- **Client Communication and Support**:

- **Managing WhatsApp Communications**: Promptly respond to client messages and inquiries on WhatsApp, providing information about services, scheduling, and other relevant details.
- **New Client Inquiries**: Handle initial inquiries from potential clients, providing them with comprehensive information about the clinic's services, therapists, and processes.
- **Follow-Up Communications**: Send follow-up messages to clients regarding appointments, forms, and other necessary information.
- **Appointment Scheduling**:

- **Creating and Managing Appointments**: Schedule and reschedule client appointments in the clinic’s booking system, ensuring availability and preferences are met.
- **Client Profile Management**:

- **Creating Client Profiles**: Set up and update client profiles in the clinic’s management system, ensuring all information is accurate and current.
- **Data Entry**: Enter and maintain client information, including personal details, appointment history, and other relevant data.
- **Form Management**:

- **Sending Forms to Clients**: Distribute necessary forms to clients before their appointments, such as intake forms, consent forms, and other required documentation.
- **Receiving and Organizing Forms**: Ensure completed forms are received, organized, and filed appropriately within the clinic’s system.
- **Billing and Payment Processing**:

- **Checking Payments**: Monitor and verify payments made by clients, ensuring they are accurately recorded in the clinic’s accounting software.
- **Entering Payments**: Accurately input payment details into the clinic’s accounting system, maintaining up-to-date financial records.
- **Administrative Support**:

- **General Data Entry**: Perform routine data entry tasks, keeping all administrative records and client information organized and updated.
- **Updating Digital Platforms**: Assist in maintaining the clinic’s online platforms by updating information and ensuring digital content is current.
- **Communication with Clinic Staff**:

- **Liaising with Therapists and Staff**: Communicate with therapists and other staff members to relay important client information and coordinate on scheduling or other matters.
- **Support to Clinic Manager**: Provide remote administrative support to the Clinic Manager, assisting with tasks such as report preparation, data analysis, and logístical planning.
- **Client Relationship Management**:

- **Customer Service**: Deliver high-quality customer service to clients, ensuring their inquiries are handled professionally and efficiently.
- **Client Follow-Up**: Conduct follow-up communications with clients post-appointment to gather feedback and address any ongoing needs or concerns.
- **Compliance and Confidentiality**:

- **Adhering to Privacy Standards**: Ensure all client interactions and data handling are in compliance with privacy regulations and clinic policies.
- **Maintaining Confidentiality**: Uphold the highest standards of confidentiality in managing client information and communications.
- **Process Improvement**:

- **Identifying Efficiency Opportunities**: Suggest and implement improvements to enhance the efficiency and effectiveness of remote administrative processes.
- **Staying Updated on Best Practices**: Keep abreast of the latest tools, software, and practices that can improve remote working capabilities and client service.
- **Technical and Systems Proficiency**:

- **Utilizing Clinic Software**: Be proficient in using the clinic’s management, scheduling, and accounting software to carry out all responsibilities effectively.
- **Troubleshooting**: Address any technical issues related to remote work tools and systems, ensuring smooth operations.

Key Skills and Qualities for the Role:

- **Organizational Skills**: Excellent organizational abilities to manage multiple tasks and maintain accurate records.
- **Attention to Detail**: Keen eye for detail, especially in handling client information and financial data.
- **Tech Savvy**: Proficiency with digital tools and software used for scheduling, communication, and accounting.
- **Customer Service Orientation**: A friendly and empathetic approach to interacting with clients.
- **Time Management**: Capability to manage time effectively and prioritize tasks in a remote working environment.
- **Discretion and Confidentiality**: Commitment to maintaining the confidentiality and privacy of client information.

Work Location: Remote