Part-Time Clinic Secretary Needed
Budget: £5 – £10 GBP
My boutique aesthetic clinic sees patients only one day a week, so every interaction has to be seamless. I need a reliable secretary who can take charge of the full patient journey—from the first enquiry through to post-treatment follow-up—while also keeping my small operation organised behind the scenes.
Key areas you will handle
• Appointment scheduling and calendar coordination, ensuring the day is fully booked with realistic gaps for procedures and breaks.
• Completion and secure filing of consent forms, treatment notes and any other required documentation.
• Prompt customer follow-up by phone, WhatsApp or email to answer questions, confirm bookings, and check on patient satisfaction after their visit.
• Daily email inbox management: triage, reply, flag anything that needs my direct input.
• Light social-media handling: post appointment reminders or basic updates, reply to DMs, and capture simple before-and-after feedback when I supply content.
• Management of any online booking tool we agree on, including wait-lists for popular treatments.
Essential profile
Excellent verbal communication, proficient written communication, and genuinely good interpersonal skills are non-negotiable because nearly every interaction directly affects the patient experience.
Ideal rhythm
The workload is heaviest in the two days leading up to clinic day and the 24 hours after. Outside of that, ad-hoc messages and admin average a few hours a week. I’m flexible on the exact schedule as long as patient queries are answered within business hours.
Acceptance criteria
• All patient slots filled or wait-listed by the Monday prior to clinic day.
• Zero outstanding emails in the clinic inbox by close of business on clinic day +1.
• Documentation uploaded to the secure drive within 12 hours of each appointment.
• Patients report a positive follow-up experience in our post-visit survey.
If you thrive on organised systems, clear communication, and a bit of beauty-industry buzz, let’s make this clinic run effortlessly together.
Key areas you will handle
• Appointment scheduling and calendar coordination, ensuring the day is fully booked with realistic gaps for procedures and breaks.
• Completion and secure filing of consent forms, treatment notes and any other required documentation.
• Prompt customer follow-up by phone, WhatsApp or email to answer questions, confirm bookings, and check on patient satisfaction after their visit.
• Daily email inbox management: triage, reply, flag anything that needs my direct input.
• Light social-media handling: post appointment reminders or basic updates, reply to DMs, and capture simple before-and-after feedback when I supply content.
• Management of any online booking tool we agree on, including wait-lists for popular treatments.
Essential profile
Excellent verbal communication, proficient written communication, and genuinely good interpersonal skills are non-negotiable because nearly every interaction directly affects the patient experience.
Ideal rhythm
The workload is heaviest in the two days leading up to clinic day and the 24 hours after. Outside of that, ad-hoc messages and admin average a few hours a week. I’m flexible on the exact schedule as long as patient queries are answered within business hours.
Acceptance criteria
• All patient slots filled or wait-listed by the Monday prior to clinic day.
• Zero outstanding emails in the clinic inbox by close of business on clinic day +1.
• Documentation uploaded to the secure drive within 12 hours of each appointment.
• Patients report a positive follow-up experience in our post-visit survey.
If you thrive on organised systems, clear communication, and a bit of beauty-industry buzz, let’s make this clinic run effortlessly together.
Related categories:
Data Entry
Customer Service
Time Management
Social Media Management
Documentation
Administrative Support