Careers at Dr. Stasch MediSpa

Patient Relationship Officer

We are seeking a professional and evidence-driven patient relationship officer who will be responsible for overseeing the administrative needs of the clinic and Spa. She is the first point of contact for our patients and the liaison to our team, key tasks include answering patients’ questions and providing support. Other responsibilities include scheduling appointments and communicating with patients and other team members.

• Coordinate patient flow by assisting the doctors, nurses & aestheticians to ensure quality and on-time patient care.
• Appropriately handle difficult communications related to scheduling and patient care.
• Handle appropriate positive and negative feedback from patients.
• Organize and oversee patient care to make sure patient needs are met.
• Provide accurate documentation and reporting on the clinic & spa activities and patient information in an efficient manner.
• Back office and Front office administration duties.

• Answering calls in a professional & courteous manner.
• Responding to queries on email, text, WhatsApp & social media sites like Instagram, and internet platforms within 24 hours.
• Keep the front desk & waiting area tidy and presentable at all times (flowers, magazines, flyers, etc.).
• Receive, brief, and guide patients.
• Handing outpatient detail forms.
• Handle customer complaints, and provide appropriate solutions and alternatives within the time limits.
• Encourage and assist all happy patients in filling out online reviews.
• Enforcing insurance guidelines and procedures while attending to patients who are using their medical insurance to access services in liaison with the clinic coordinator.
• Retrieve, update, and maintain patients’ records while ensuring confidentiality.
• Post all charges and ensure payments are made after service delivery.
• Ensuring all clinic finance issues are well documented.
• Patient billing and debt collection.
• Forward all invoices for payments and letters to the clinic coordinator within set deadlines.
• Sending out reminders to all booked patients as per the agreed protocols.
• Make patients booking accurately and within set limits.
• Execute patient satisfaction surveys and report results to management.
• Preparing folders with all the information sheets required for Aesthetic Consultation.
• Preparing files with all the information sheets & consent forms required.
• Updating patients database.
• Following up patients: PMU, PHYSIO, Post-Ops.
• Following up patients: all post-op pics immediate, 6 weeks, 3 months, 6 months.
• Compiling monthly statistics of patients seen at the Clinic & Spa.
• Participating in promotional events for the Clinic & Spa.
• Marketing and promotion of clinic & Spa products and services.
• Ensuring timely and proper handing over of duties.
• Good time management and good care of company equipment.
• Logistic support for conferences, meetings, bookings, and events.
• Inventory management.
• Supervise the cleaning and organizing of doctors’ offices, procedure rooms, waiting areas, treatment coordination rooms, and washrooms.
• Manning of the reception at all times.
• Adhere to the organizations policies & procedures at all times.
• Train new and /or existing team members across all areas listed above.
• Represent the Company as a positive role model.
• Be a shining example to daily portray our ETITAQ values.
• Perform other related duties as required.

• Any bachelor’s degree.
• Prior experience in customer service as a receptionist, front desk representative, or relevant position.
• Must know how to use office machinery like printers, photocopiers, etc.
• Basic computer knowledge (MS Office).

• Excellent communication, written, and people skills.
• Good multitasking, time management, and organizational skills.
• Problem-solving ability with analytical skills.
• Patient-oriented and professional attitude.
• Excellent computer skills and familiarity with Microsoft Office programs.
• Strong organizational and time management skills.
• Demonstrate an understanding of standard clinical procedures.
• Knowledge of medical terminology.
• Proficient in the use of social media (Facebook, Instagram, Google, LinkedIn, TikTok, etc.).