PA PROCEDURES AND POLICIES

QUICK LINKS

cLIENTS

lEVEL 1 cLIENTS (phones only)

+ Anytime Physio

+ Child Nutrition

+ Feet, Play, Love

+ Help Yourself Dietetics

+ Inner Health Nutrition

+ QI Medicine Acupuncture

+ Tranquility Massage

Level 2 clients (phones & client intake)

+ Babble and Munch Speech Pathology

+ Footsteps Psychology

+ Perspective Psychology

+ Teach2Talk Speech Pathology

+ Time to Talk Speech Pathology

Level 3 clients (phones, client intake & admin support)

+ Andrea Houlihan Speech Pathology

+ Bee Heard Speech Pathology

+ Consentability

+ Dani McLennan OT

+ Forward Together Speech Pathology

+ Managing Pain

LEARNING ZONE

pro-Assist Organisation Chart

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Personal Organisation

Reception is incredibly fast paced, requiring you to recall vast amounts of different information on the products and services our clients offer. Setting up and maintaining a clean, organised and ergonomic workstation can help you navigate your day with ease. The below image is an example of a workspace that is set up so everything is within reach. 

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MONITORS AT ARMS LENGTH

As you are sitting for long periods of time, it is important to maintain good posture. Keeping your monitors at an arms length, and having the top of the monitor slightly below your eye level will help keep your posture and energy levels at optimum levels.

dESK PHONE

When a client call comes in, the name will display on the deskphone. Having the phone screen within your eye line will assist you to sound organised and professional when you answer the call.

CLIENT BIBLE & CHEAT SHEETS

We have created a number of resources to assist you in handling client calls. Each client has a Client Info sheet, which you can access via electronic version, or printed out in a 'Client Bible' for quick reference. A number of other cheatsheets such as Client Phone numbers, fee & rebate sheets, intake procedures etc are also available and handy to have for quick reference.

ERGONOMIC CHAIR

Did you know that not all chairs are designed for long periods of sitting? EVEN when they class themselves as 'Office Chairs'? Many of the cheaper chairs allow for a period of 3-5hours of sitting time which isn't long when your job is to sit all day! I recommend a chair that allows for 8hrs + of sitting and has additional features such as gas lift rising, adjustable back and even arm rests.

KEYBOARD AND MOUSE

Having a good keyboard and mouse (preferably wireless) will make a lot of difference to your working day. With no cables to fight, and an ergonomic layout, you'll find yourself fatiguing less by the end of the day.

 

 

PEN & PAPER

Yes, we operate for the most part in Client Cloud systems, but an insider tip is to have a notepad and pen ready for each call, where you can right down key details as the client speaks, potentially reducing the need for you to ask questions where they have already told you the answer! For new clients, this is particularly handy as you can collect their particulars (name, phone number, DOB, email, address, referrer & referral reason, then find the appointment that suits them. It helps you with call notes afterwards as well!!

WATERBOTTLE

Staying hydrated is key to keeping up your energy throughout the day. 2L per day is recommended, but it depends on your body!

DUAL MONITORS

Over the years, we have had receptionists use only their laptop to manage bookings. This has proven quite inefficient as you are flicking through browsers and programs constantly. We recommend dual monitors. Keep Jingl & PA central on one side and the client practice systems on the other.


 

PA Processes & Client Systems

Call Process

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coreplus

OVERVIEW

reschedule and cancel bookings

ADDING APPOINTMENTS TO COREPLUS

UPLOADING CLIENT FILES

PowerDiary

OVERVIEW

cREATE, RESCHEDULE & CANCEL BOOKINGS

Cliniko

CLINIKO OVERVIEW

how to book, change & cancel appointments

Healthkit

 

HEALTHKIT OVERVIEW

UPLOADING CLIENT FILES

how to book, change & cancel appointments