Receptionist / Administrative Assistant

Description

Job Summary: First human and administrative point of contact, responsible for patient care, scheduling, collections, and financial order—ensuring excellence and profitability. Key Highlights: 1. Warm and professional patient care 2. Comprehensive management of scheduling, collections, and billing 3. Key role in clinic organization and profitability Job Objective: To serve as the clinic’s first human and administrative point of contact, delivering warm, professional, and efficient service while ensuring accurate control of scheduling, collections, billing, and daily basic financial order. Strategic Purpose: “Receive with excellence, organize with precision, and safeguard profitability from the very first contact.” Ideal Candidate Profile Education: * Completed high school; technical degree or incomplete/completed bachelor’s degree in Administration, Accounting, or related field * Computer proficiency, digital scheduling systems, and Excel * Basic invoicing (CFDI) * Customer/patient service Key Skills Customer Service & Care: * Warm and professional communication * Excellent personal presentation * Handling difficult patients * Prompt resolution of inquiries * Scheduling organization Administrative\-Accounting: * Collections and cash reconciliation * Invoicing * Income recording * Accounts receivable follow\-up * Daily reporting * Terminal and fund transfer handling Essential Values: * Honesty * Orderliness * Punctuality * Confidentiality * Empathy * Prudence * Responsibility Daily Responsibilities Opening: * Open reception area and prepare a clean, organized, and professional workspace * Power on systems, terminal, and scheduling software * Confirm appointments for the day * Review patients with pending payments * Verify opening cash balance Patient Care: * Greet patients courteously * Register new patients * Confirm patient information * Manage phone calls, WhatsApp, and messages * Schedule, reschedule, or cancel appointments * Explain costs, promotions, or authorized packages * Follow up with inactive or pending patients Collections & Control: * Collect fees for consultations, therapies, and products * Issue invoices * Record payments by method * Monitor advance payments and outstanding balances * Maintain petty cash records * Identify discrepancies or errors Internal Coordination: * Notify staff of patient arrivals * Coordinate waiting times * Support workflow between reception, consultation, and X\-ray departments (if applicable) * Report incidents Closing: * Perform cash reconciliation * Submit daily income report * Generate list of outstanding accounts * Confirm next day’s schedule * Maintain digital and physical backups Weekly Activities * Follow up with patients having pending payments * Confirm upcoming appointments * Review cancellations * Monitor stationery and basic supplies * Assess patient satisfaction * Update databases Monthly Activities Administrative: * Monthly income report from reception * Summary of new and returning patients * Tracking of packages sold * Cancellation/no\-show report * Basic reconciliation with management/accounting * Review of conversion targets (treatment assessment) Metrics: * Number of scheduled appointments * Actual attendance rate * Cancellations * Pending collections * Income generated at reception * Quality of service Key KPIs: * % of confirmed appointments * % of no\-shows * Cash balance with zero discrepancies * Average response time * Conversion to treatment * Patient satisfaction Reception Excellence Protocol Always: * Smile * Address patients by name * Confirm information * Explain clearly * Collect transparently * Maintain discretion Employment Type: Full\-time Salary: $11,000\.00 \- $12,000\.00 per month Benefits: * Company parking * Free parking * Complimentary uniforms Work Location: On\-site employment