Receptionist

Job Description

Joint Space Polyclinic LLC is a multidisciplinary medical clinic, movement space and educational hub based in Alserkal Avenue, Dubai, UAE.

Each patient has their own individual biological landscape, and as such, the philosophy of Joint Space requires each practitioner to approach their patient as a unique individual requiring an in-depth understanding from many perspectives. The environment of Joint Space has been shaped in such a way to provide patients the opportunity to understand their bodies and to learn how to develop longevity in their health through supporting clinical modalities, movement practices and education.

The core practices and focus of Joint Space are physical therapies such as Osteopathic medicine, Physiotherapy, Chiropractic medicine, practices such as Naturopathic medicine, Functional medicine and Regenerative medicine, movement, wellness and sports performance practices, and education for patients and healthcare professionals.

Job Duties and Responsibilities
Welcome patients and visitors, answer telephone calls, WhatsApp messages, emails, and respond to general enquiries in a professional, friendly, and timely manner.
Schedule, confirm, reschedule, and coordinate appointments between practitioners and patients, ensuring efficient diary management.
Ensure patients arrive on time for appointments and proactively manage schedule changes and appointment conflicts.
Adhere to all clinic policies, procedures, and confidentiality requirements at all times.
Assist patients with completing required forms and documentation accurately.
Maintain a welcoming, organised, clean, and calm reception environment.
Process billing, payments, insurance claims, and invoices using the clinic’s medical software.
Handle insurance enquiries and liaise with insurers where required.
Perform general administrative duties including scanning, filing, emailing, printing, photocopying, and maintaining accurate records.
Provide compassionate support to distressed patients, resolving appointment issues calmly while maintaining an exceptional patient experience.
Assist with equipment sterilisation and cleaning as required.
Monitor, order, and maintain adequate levels of stationery and clinical supplies.
Coordinate and organise staff meetings, practitioner schedules, and administrative activities.
Maintain strict confidentiality of patient and business information.
Liaise professionally with hospitals, radiologists, laboratories, medical specialists, psychologists, insurers, and other external stakeholders.
Create, update, maintain, and analyse Excel spreadsheets and administrative trackers to support clinic operations, reporting, scheduling, and business performance.
Continuously identify opportunities to improve administrative processes and contribute to greater operational efficiency across the clinic.

Requirements

Requirements
Qualifications & Education

• Secondary school graduate or equivalent required.
  
• Advanced proficiency in Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint).
  
• Excellent computer literacy and confidence learning new software and clinic management systems.
  

Work Experience

• Minimum of 2 years’ experience in a healthcare facility in a receptionist or administrative role.
  
• Previous experience managing both patient-facing responsibilities and administrative/back-office tasks is highly desirable.
  
• Medical education or healthcare training is advantageous.
  

Key Competencies

• Advanced Microsoft Excel skills, including creating and managing complex multi-stage spreadsheets, formulas, data validation, reporting, filtering, sorting, and maintaining accurate administrative trackers.
• High proficiency across all Microsoft Office applications.
  
• Excellent written and spoken English with strong communication skills across face-to-face interactions, telephone, WhatsApp, and email.
  
• Outstanding multitasking ability, with the capability to manage both front-office patient interactions and back-office administrative responsibilities simultaneously.
  
• Exceptional organisational and time-management skills.
  
• Meticulous attention to detail and accuracy.
  
• Strong administrative and documentation skills.
  
• Ability to work effectively under pressure in a fast-paced clinical environment.
  
• Excellent problem-solving and decision-making abilities.
  
• Professional, empathetic, and patient-focused approach with exceptional interpersonal skills.
  
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
  
• Leadership potential with mentoring and coaching capabilities.
  
• Passion for delivering an exceptional patient experience and supporting healthcare excellence.