Clinic Receptionist @ Thyme

Salary: £19,500 per annum (based on 30 hours per week).

Due to the location of our clinic, it is mandatory for all candidates to be drivers with a full licence and access to a car.

About Thyme:

Thyme is a Private GP with a difference. We are looking for an organised and effective Clinic Receptionist to join our growing team. Reporting to our Clinical Operations Director but being guided by our Member Engagement Host, you’ll be responsible for overseeing the day-to-day reception duties, welcoming patients, supporting the doctors with their clinics, and seamlessly processing requests, queries and bookings.

Our clients enjoy on-demand access to best-in-field medical experts, in-house diagnostics, and cutting-edge treatments and consultations conveniently at home or within Thyme’s luxury clinics.

Supporting our experienced and knowledgeable team, the Clinic Receptionist will ensure the seamless delivery of a personalised health service to our members and clients by supporting the team and managing service touchpoints so that we deliver the best health outcomes and hit our KPIs.

We are ideally looking for someone who has experience in healthcare or medical office management (i.e. bookings/admin). Someone who is exceptional at building relationships with people, is agile, naturally caring, adaptable and has an ability to aim above industry standards to deliver an exceptional client experience.

A key ingredient of our success is our culture, please read the ‘The How’ section below outlining the Company’s values and see whether they align with your own values because an essential part of the role is in the continual embedding, reinforcing, and living these principles – with a healthy dose of fun!

Key responsibilities:

Patient Interaction:

• Greeting patients and visitors warmly and professionally, both in person and via phone. 
• Answering patient queries in a timely fashion, providing information, and directing them to the appropriate resources. 
• Scheduling, rescheduling, and cancelling appointments, ensuring efficient use of the appointment system. 
• Taking messages and forwarding them to the relevant staff members. 

Administrative Tasks:

• Processing patient registrations and updating patient records. 
• Managing incoming and outgoing correspondence, including scanning and filing documents. 
• Preparing and distributing repeat prescriptions according to practice protocols. 
• Creating invoices, handling payments and issuing receipts. 
• Maintaining a tidy and organised reception area. 

Communication and Coordination:

• Communicating with patients and healthcare professionals regarding appointment details, test results, and other relevant information. 
• Liaising with other departments and external agencies as needed. 
• Ensuring efficient flow of information within the practice.

Confidentiality and Data Protection:

• Maintaining strict confidentiality of patient information and adhering to data protection regulations. 
• Ensuring the security and privacy of patient records. 

General Support:

• Providing general administrative support to the clinical team. 
• Assisting with the preparation of reports and other documents. 
• Ensuring adequate supplies of stationery and other necessary items for the reception area. 

The ‘How’: Our values

Live, breathe and display Thyme’s values. 

We make it Matter - Care

• We are united by the compelling objective of making a difference to the lives of those around us
• We maximise potential and inspire others to bring their ‘A-game’

We make it Right - Integrity & Trust                                                                                                                           

• We are open, honest & transparent - we’re not afraid to speak up or challenge
• We do what is right – not simply what’s expected
• We admit mistakes but learn from them
• We never walk past a problem

We make it Fun - Energy & Passion

• We play for the team – we don’t just show up
• We aim to delight & inspire

We make it happen! - Ownership & curiosity

• We’re a pioneering bunch of individuals - brave in our approach – if we can’t find a solution, we’ll build one
• We’re empowered to make decisions and accountable for the outcomes – not just the outputs
• We thrive off curiosity & excellence by demonstrating a desire and drive to learn, develop & improve

The ‘Who’: About you

We are seeking someone who has an aptitude for developing relationships. Ideally has experience working within the healthcare system and a good understanding of the key factors and industry terminology. The successful candidate needs experience of delivering and implementing world-class service, with a natural drive and tenacity to delight clients.

This person must also go the extra mile: working closely with the whole team to refine the service, supporting our ability scale and establish a reputation in the market as the leading personal health management service.

Personal qualities:

• At least 3-5 years in a client/patient facing role, ideally in the healthcare sector or medical office management (i.e. bookings/admin).
• Warm, friendly, calm, confident and courteous.
• A firm grasp of what service excellence looks and feels like.
• Able to anticipate client needs and coordinate personalised solutions.
• Pro-active, energetic, and positive attitude.
• Excellent team player who displays compassion towards and enjoys helping colleagues.
• Good IT skills, with excellent attention to detail.
• Experience of using a Practice Management System is a plus
• A self-starter, able to prioritise work, meet deadlines, and communicate effectively under pressure.
• Able to react quickly to new requirements and processes.
• Adaptive; loves working in an ever-changing environment where you are constantly improving yourself, your team, and your processes.
• Strong written and verbal communication skills, with an ability to draft clear, concise communications, adapting tone and style as appropriate.
• Intuitive with high emotional intelligence – confident but not arrogant – a natural humility.
• Sound judgement: you’ll have access to sensitive and confidential information so you’ll need to be discreet – someone who can be relied upon to ‘do the right thing’.

The ‘When’: Office Hours

30 Hours per week spread across 4 days with the opportunity to move to full time.

Rostered to work anytime between the hours of 8am to 6pm, Monday to Friday depending upon the needs of the business.

The ‘Where’: Location

You will primarily be based at our clinic in Tring - Champneys Tring Health & Wellbeing Centre, Chesham Rd, Tring, Hertfordshire, HP23 6HY

The ‘Why’: Why you’ll love working at Thyme

• Our culture – fast-paced, dynamic and rewarding
• Clear purpose – you’ll be part of building something that matters
• Be your best – we will invest in your training & development to help you grow
• Put your career on steroids – we’re growing fast and there’s room to progress
• Your team – we’re a group of passionate individuals who like to have fun at work

At Thyme, we embrace diversity and inclusion and believe it enriches our performance, services and culture. As our team continue to evolve to reflect the growing diversity of our communities, our efforts to understand, value, and incorporate differences become increasingly important