Reception Operations Specialist

2 months ago


Houston, Texas, United States The PinPoint Group Inc Full time

POSITION OVERVIEW:

The Reception Operations Specialist plays a crucial role in ensuring the smooth operation of the physical therapy centers while delivering an exceptional patient experience that distinguishes The PinPoint Group Inc from its competitors. This position reports directly to the Chief Operations Officer (acting Manager). The facility must be opened and ready for service at the designated time, and the Reception Operations Specialist is expected to be present at the front desk to commence the day. Flexibility is required as the clinic's hours may vary, and the Specialist should be prepared to extend their hours when necessary to accommodate the last patient.

HOURS OF OPERATION:

Monday, 7:30 am - 4:30 pm (30 min lunch), Tuesday to Thursday, 7:30 am - 6:00 pm (30 min lunch), and Friday, 7:30 am - 12 pm (subject to change).

KEY RESPONSIBILITIES:

  • Oversee the opening and closing procedures of the facility, which includes managing lighting, television operation, music, and ensuring the overall cleanliness and supply levels of the center.
  • Uphold high standards of cleanliness by regularly sanitizing equipment and common areas, including the microwave, coffee machine, refrigerator, and countertops.
  • Maintain an organized and welcoming waiting area, ensuring all surfaces are clean and tidy.
  • Provide uninterrupted coverage at the front desk during operational hours, either by requesting assistance or temporarily securing the office when necessary.
  • Prepare and manage patient documentation efficiently.
  • Facilitate patient referrals, registration, and appointment scheduling.
  • Ensure patient adherence to scheduled appointments.
  • Welcome all patients and visitors warmly, making eye contact and addressing them by name.
  • Handle incoming calls with a courteous and friendly demeanor.
  • Reach out to new patients within two business hours of receiving their prescriptions.
  • Direct calls to the appropriate personnel.
  • Collaborate with the team to maintain a patient arrival rate of 95% or higher.
  • Accurately input patient information into the system.
  • Monitor patient flow to ensure efficient clinic operations.
  • Inform the Manager of daily occurrences, including mail, deliveries, visitors, and any unusual activities.
  • Maintain excellent communication both internally and externally.
  • Exhibit a professional appearance at all times.
  • Assist with additional projects and tasks as directed by the supervisor.

SKILLS AND QUALIFICATIONS:

  • Demonstrated ability to manage time effectively and meet deadlines.
  • Strong attention to detail.
  • Capability to handle multiple tasks while maintaining a positive demeanor.
  • Exhibit professionalism and adhere to business ethics.
  • Exceptional organizational and interpersonal skills.


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