Reception and Practice Administration Employee 50 %

Your tasks

Reception and consultation:

• Taking telephone calls, processing email inbox
• Scheduling in the CENPLEX software
• Receiving patients, advising them and answering questions
• Patient management: coordinating, digitizing and archiving registration documents and prescriptions, maintenance of patient files and supplementary documents

Administrative activities & practice organization :

• Invoicing, processing reminders and rejections
• Contact with medical practices and insurance companies regarding questions on prescriptions, cost guarantees, invoices and tariff positions (coordination and consultation with the therapist if necessary)
• Ordering: everyday items (cleaning supplies, device maintenance, etc.), office supplies (printing paper, envelopes, etc.), treatment materials (lotions, tapes, gel, etc.)

General tasks:
Support in everyday life, including order and cleanliness in the practice (laundry, kitchen, reception area).

• Administration of practice rooms: room allocation, key management
• Coordination and maintenance of administrative templates for internal purposes and information materials for patients (Excel, Word, PowerPoint)
• Document management and organization of internal processes (e.g. team meeting minutes, checklists, regulations, rules, etc.)
• Administration of the online booking system for patients (Calit Web and App)
• Support with internal IT systems (OneDrive, Microsoft accounts, creating backups, password management, device management)
• Human resources: co-coordination of arrivals and departures, creating certificates, overview checklist for registrations and de-registrations, coordination of website entry and work clothing, employee administration in CENPLEX
• Internal workshop and course administration: registrations, invoicing, receipts, creating handouts
• External course room management: contact person for new inquiries and existing tenants, setting up rental agreements, planning course room occupancy, invoicing and reminders, key coordination

Optional: Marketing

• Maintenance of the website (WordPress: text adjustments, SEO optimization)
• Management of social media channels (Instagram, Facebook, WhatsApp Business): creation
• Creation of printed materials (flyers, posters, business cards, etc.) with Canva and ordering
• Design, planning and sending of the monthly newsletter (Brevo)
• Designing sponsoring collaborations and advertising materials

What you bring with you

• Experience in the administrative field, ideally in a practice or a comparable environment
• Structured and independent way of working with an eye for detail
• Confident handling of MS Office (Word, Excel, PowerPoint) and digital tools
• Friendly, communicative and service-oriented personality
• Good organizational skills and enjoyment in the coordination of processes
• Optional: Experience in marketing, social media and design tools such as Canva

We offer you

• A varied activity in a dynamic environment
• Opportunity to work independently and help shape processes
• A motivated team with an appreciative working atmosphere
• 1 week of further training time per year, as well as monthly internal further training in