You’ll support smooth day-to-day clinic operations, ensuring patients receive timely, high-quality care while maintaining well-organized administrative processes.
1. Clinic Coordination & Scheduling
a) Manage patient appointments, including booking, adjusting, and confirming appointments to minimize no-shows.
b) Coordinate clinic flow between front-of-house, testing rooms, and Optometrists to keep schedules on track.
c) Maintain and organize Optometrists’ calendars to optimize efficiency.
2. Patient & Customer Experience
a) Act as the central link between the retail team and Optometrists to ensure seamless service.
b) Follow up with patients by phone, email, or text to support bookings, recalls, and customer satisfaction.
c) Track and manage patient referrals, ensuring timely follow-up and smooth transitions in care.
d) Support sales conversion by assisting the team with follow-up actions and keeping the Conversion Sheet updated.
3. Inventory & Supply Management
a) Place and manage contact lens orders, including retail, trial, and stock orders.
b) Receive, verify, and track incoming contact lens shipments for accuracy.
c) Maintain accurate inventory levels for contact lenses, clinical consumables, and operational supplies.
d) Perform monthly stock counts to support effective inventory control.
4. Administrative & Reporting Support
a) Prepare and organize patient records and paperwork for daily appointments.
b) Process patient credits and follow up on invoice adjustments as required.
c) Track and compile redo data (both retail and lab-related) and deliver reports to management for training and quality improvements.
d) Maintain organized, accurate reporting and documentation to support clinic efficiency