Cashier/Receptionist

The Front Office Associate (Cashier/Receptionist) ensures a seamless client experience by managing appointments, addressing inquiries, processing payments, and handling billing tasks. This role combines customer service, administrative support, and financial accuracy to contribute to the clinic's efficiency and client satisfaction.

SPECIFIC DUTIES AND RESPONSIBILITIES

Client Interaction & Reception Management

• Greet clients warmly and professionally, ensuring a welcoming atmosphere for both clients and their cats.
• Manage client check-ins, verify appointments, and coordinate with the veterinary team for a seamless experience.
• Address client inquiries and concerns via phone, email, Viber, and other communication platforms promptly and accurately.
• Ensure the waiting area is calm, organized, and cat friendly.
• Communicate clinic policies, procedures, and services clearly and politely.

Appointment and Scheduling Coordination

• Schedule and confirm appointments using the clinic's scheduling software, ensuring accurate and efficient time management.
• Send reminders for upcoming appointments and follow up on missed bookings.
• Organize and coordinate bookings for home services, pick-ups, and online consultations.

Billing and Payment Management

• Collect and verify information required for billing, including items used, services rendered, and approved discounts.
• Create and issue accurate billing statements for consultations, procedures, and other transactions.
• Process payments accurately and ensure proper documentation, providing clients with detailed cost breakdowns.
• Follow up on payments for outstanding balances and address billing concerns or queries raised by clients.
• Regularly send billing summaries weekly, and update billing records, including client contact details.
• Coordinate with doctors to resolve billing discrepancies and maintain transparency.

Administrative and Reporting Tasks

• Update and maintain accurate client and patient records, including contact information and medical histories.
• Track and report daily bookings, promotional availment, and client census data.
• Encode and monitor weekly booking predictions and promotional clients, providing insights for planning.
• Collaborate with the Billing, Cashier, and Stores Team Lead to suggest and implement process improvements.
• Perform other tasks assigned by the supervisor or management that directly impact business operations.

Customer Service Excellence

• Proactively communicate next steps to clients, including post-consultation care, diagnostic tests, or confinement requirements.
• Ensure smooth coordination with the veterinary team for test results, billing, and follow-up care.
• Solicit feedback from clients before they leave the clinic and conduct follow-ups on discharged patients to check on their cats' status.
• Recommend relevant promotions and services to clients based on their needs.

Operational Support

• Ensure accurate recording and organization of forms and documentation such as OT, LR, CD, and invoices.
• Monitor and report inventory shortages related to billing and cashier operations.
• Assist in clinic events and support other departments as needed.

Integrity and Collaboration

• Secure and organize files to maintain confidentiality and accessibility.
• Collaborate with the cashier and other teams to ensure smooth workflows.
• Update and maintain daily reports, such as the Promotions Availment Tracker and Daily Booking Tracker.
• Assist with any other tasks within or beyond the role that contribute to the clinic's success and client satisfaction.

Perform other tasks that have a direct business impact assigned by the immediate supervisor or the management which may be within or beyond the scope of the job.

Job Type: Full-time

Pay: Php18,000.00 per month

Benefits:

• Additional leave
• Company Christmas gift
• Company events
• Employee discount
• Opportunities for promotion
• Promotion to permanent employee
• Staff meals provided

Application Question(s):

• Are you familiar in using Microsoft Excel, Google Sheet?

Experience:

• Customer Service: 1 year (Required)
• Cashier/Receptionist: 1 year (Required)

Work Location: In person