Receptionist

About Joint Space Polyclinic LLC

Joint Space Polyclinic LLC operates as a multidisciplinary medical clinic and educational center located in Alserkal Avenue, Dubai. It offers a comprehensive approach to healthcare, focusing on individualized treatment plans that consider each patient's unique biological composition. The facility emphasizes the integration of physical therapies, movement disciplines, and educational programs to promote longevity and health through innovative clinical modalities.

The clinic specializes in physical therapies including Osteopathic medicine, Physiotherapy, Chiropractic care, and includes practices in Naturopathic, Functional, and Regenerative medicine, as well as movement, wellness, sports performance, and health education.

Responsibilities

• Greet patients and visitors professionally while promptly addressing communications through telephone, WhatsApp, and email.
• Manage appointment scheduling, confirmations, rescheduling, and coordinate efficient diary management between patients and practitioners.
• Ensure timely patient arrivals and proactively resolve scheduling conflicts or last-minute changes.
• Comply strictly with clinic policies regarding confidentiality and procedures.
• Assist patients in accurately completing necessary documentation and forms.
• Maintain an organized, clean, and welcoming reception area that promotes calmness.
• Handle billing processes including payments, insurance claim processing, and invoicing through medical software.
• Respond to insurance-related inquiries and communicate with insurance companies as necessary.
• Execute general administrative tasks such as scanning, filing, emailing, printing, photocopying, and keeping precise records.
• Offer empathetic support to distressed patients, managing appointment concerns tactfully to ensure positive experiences.
• Support equipment sterilization and cleanliness duties as required.
• Monitor and replenish stationery and clinical supplies effectively.
• Organize and coordinate staff meetings, practitioner schedules, and other administrative functions.
• Sustain strict confidentiality protocols for both patient and business information.
• Interact professionally with external entities including hospitals, radiologists, laboratories, specialists, psychologists, and insurers.
• Create and maintain Excel spreadsheets and administrative trackers to aid operational reporting, scheduling, and business performance reviews.
• Continuously seek and implement improvements in administrative processes to enhance clinic efficiency and workflow.

Requirements

• Completion of secondary education or equivalent is mandatory.
• Expertise in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Strong technical aptitude with the ability to quickly master new software including clinic management platforms.
• Minimum two years of experience working in a healthcare facility in a receptionist or administrative capacity.
• Experience managing both front-facing patient interactions and back-office administrative duties is preferred.
• Background or training in medical or healthcare education is advantageous.
• Highly developed Excel abilities including constructing complex, multi-level spreadsheets, applying formulas, data validation, filtering, sorting, and maintaining detailed administrative logs.
• Excellent communication skills in English, effective across in-person, telephone, WhatsApp, and email channels.
• Strong multitasking skills to balance high-volume patient reception and administrative workload efficiently.
• Exceptional organizational aptitude, thoroughness, and precision in task execution.
• Demonstrated ability to operate effectively in a fast-paced, high-pressure clinical environment.
• Advanced problem-solving, decision-making capabilities, and a professional demeanor.
• Empathetic, patient-centered approach with excellent interpersonal skills and confidentiality awareness.
• Leadership qualities with potential for mentorship and coaching roles.
• Commitment to delivering superior patient experiences and supporting excellence in healthcare service delivery.