The Institute of Dermatologists are hiring a full time medical secretary for their busy clinic in Ballsbridge, Dublin 4. Salary negotiable based on previous medical secretary experience. Previous admin/secretary/front facing experience required.
The Institute of Dermatologists is a patient-centric, world-class Institute of Dermatology where patients are treated by experts in Medical and Cosmetic Dermatology with expertise in all facets of Dermatology.
The candidate should have the following:
Essential Skills and Abilities:
● Commitment to exceptional standards of patient care
● Appropriate telephone etiquette and communication skills
● General knowledge of clinic procedures and terminology
● Neat hair, clean uniform and tastefully applied nail varnish (if any) and makeup
● Strong computer, phone, email and organisational skills
● Ability to work as a team member
● Well-organized with attention to detail
● Ability to manage multiple projects simultaneously.
● Treat patients and co-workers with respect and in a caring, professional manner
● Empathetic and discreet with the patient's needs and concerns
RESPONSIBILITIES
● Greet patients in person or on phone in a caring professional manner at all
times
● Ensure patient records are maintained in an accurate and timely fashion
● Booking appointments and taking payments
● Manage Consultant’s schedule efficiently
● Process patients payments promptly
● Process reports at end of each clinic
● Reconcile patient payments with Imed reports
● Make bank lodgements when required
● Protect patient confidentiality & ensure data protection
● Comply at all times with Institute of Dermatologists Ireland Ltd’s Employee
Handbook
● Opening and closing of clinic, including alarm activation when required
Communication
● Answer telephone, emails, screen calls, and take accurate messages
● Refrain from making any adverse comments and/or criticisms of any client/patient
or other person who uses the services of or makes inquiries in relation to the
services of Institute of Dermatologists Ireland Ltd
● Act as liaison between patients and Consultant Dermatologist
● Communicate with patients in a warm, professional manner at all times
● Treat all patients/callers and enquires with respect
● Do not keep people waiting for an excessive length of time on the telephone or in
clinic
● Return calls and emails in a prompt fashion
● Respond to Google reviews for Consultant Dermatologist in an appropriate manner.
Alert management to any unsatisfactory reviews
Finance
● Process patient payments efficiently
● Process reports at end of each clinic
● Reconcile cash, cheque and credit card payments with Imeddoc reports
● Make bank lodgements when required
● Prepare, and have signed, cheques for fees or invoices as appropriate
● Liaise with AIB Merchant Services to ensure credit card payment units are
always in full working order
● Maintain records and ensure reconciliation of income between clinic records and the
bank
● Maintain basic accounts and expenditure spreadsheet
General Support
● Provide accurate and timely secretarial support, including typing and filing
● Maintain basic accounts
● Ensure all relevant messages are brought to Consultant Dermatologist in a promt
fashion
● Liaise with building personnel
● Check incoming goods against Purchase Order Log and do weekly stock control
● Ordering and stocking of consumables for Consultant Dermatologist clinic
Clinic Schedules
● Maintain clinic schedules efficiently
● Maintain surgical schedule and liaise with Blackrock Clinic and insurers
● Ensure patients are booked for cosmetic procedures at Institute of
Dermatologists
● Notify patients of their appointments and of any change of appointments as
promptly as possible
● Phone and text reminders of patient appointments
● Ensure IMed software is up-dated and maintained effectively
● Ensure IT Support is requested when necessary
Confidentiality / Media Enquiries
● Protect patient confidentiality
● Ensure data protection
● Assure discreet handling of all business related to Institute of Dermatologists
Ireland Ltd and do not attempt to answer such enquiries yourself
● Refer all media enquiries to the Practice Manager or Directors of Institute of
Dermatologists Ireland Ltd
● Notify Institute of Dermatologists Ireland Ltd as promptly as possible of any
known infringements of patient confidentiality and privacy policy
‘Non-Patient’ Visitors
● Screen to control unnecessary interruptions
● Arrange appointments for company representatives, etc.
● Provide back-up data for meetings as needed
● Arrange meeting amenities and facilities as needed
● Ensure ‘non-patient’ visitors have limited visibility with patients.
● Ensure ‘non-patient’ visitors are accompanied at all times and are not left
alone in areas which contain confidential information.
● ‘Non- patient’ visitors will only be seen by appointment unless otherwise
agreed.
Clinic Supplies
● Routinely alert practice manager to re-order stationary, brochures, patient
information leaflets and stock you may require
● Update mail/phone directories
● Ensure lunch and kitchen supplies are adequate
Policies and Procedures
● Comply with all procedures and policies as detailed in Institute of
Dermatologists Ireland Ltd’s Employee Handbook
● Ensure personal appearance is in accordance with Institute of Dermatologists
Ireland Ltd's ‘Appearance & Dress Code’
● Ensure compliance with Employee related procedures and policies as
stipulated in Institute of Dermatologists Ireland Ltd’s Employee Handbook
Special Projects
● Handle administrative detail for all projects
● Support special projects where request is reasonable and work is within
scope
● Seek training on projects outside your range
Job Type: Full-time
Pay: €17.00-€20.00 per hour
Expected hours: 40 per week
Benefits:

• Employee discount

Schedule:

• Monday to Friday

Work Location: In person