Client Interaction and Support:
· Greet and check-in clients as they arrive at the clinic.
· Answer phone calls, address inquiries and providing information about services offered.
· Phone calls could be from any client within any of our UK TOPCHIRO Locations.
· Respond to emails in a timely manner.
· Emails could be from any client within any of our UK TOPCHIRO Locations.
· Using our client database, manage appointment scheduling and assist in maintaining the clinic's calendar.
· Process patient payments both cash and card.
· Ensure client comfort and safety.
· Maintain an organised and clean workspace, including examination rooms and waiting areas.
· Throughout any client interaction, educate clients on chiropractic care and wellness plans.
· Act as a liaison between client and chiropractor.
Sales and Lead Management:
· Track new client leads and follow up consistently to maximise conversion rates
· Track leads that have come in via Email/Phone/UCC Near Me
· Maintain and update the lead tracking in the CRM system (Excel Spreadsheet or Sales Force).
· Act as a leader within the team to ensure that the Lead Management Systems are followed, raising any areas of concern to the Clinic Manager or suggesting areas for improvement where necessary.
· Help to modify systems under the advice from a manager.
Clinical Assistance and Success:
· Assist chiropractors during appointment by taking certain tests and examinations.
· Ensure client notes are kept up to date.
· Support office operations such as digital form completion and client onboarding documentation.
· Support clinic diary management and success – taking deposits/payments over the phone.
· Monitor equipment and ensure they are working efficiently - raising any concerns to clinic manager
· Support marketing and patient retention initiatives
· Monitor and manage client satisfaction through surveys, feedback, Google review requests.
· Organising Spinal Screening events/ Health Talks/Neck Care Screenings (if applicable).
· Organising other social events
Leadership and Organisation:
· Lead other Chiropractic Assistants within the team, being a key person for support and guidance. Raising any concerns to the Clinic Manager where necessary.
· Help to assist with onboarding and training of new staff.
· Maintain clinic standards and ensure these are met by all staff, including external observers.
· Oversee daily activities and ensure smooth running of day-to-day systems.
· Manage front desk operations (phones/scheduling).
· Audit client database to ensure correct care plans and schedules.
· Ensure team meetings go ahead.
· Support management staff with writing team meeting minutes.
· Cashing up of cash payments.
· Track office inventory / stock checking / ordering of supplies via liaison with Clinic Manager.
· Organising shift cover. Any relevant return to work meeting will be completed by the Clinic Manager/Director.
· Organise and monitor client feedback and Google reviews.
· Assist with potential client complaints/concerns – raising any concerns and seeking supervision from Clinic Manager.
· Check suitability for refunds and processing refunds.
· Support management staff with establishing and writing new policies and standard operating procedures. E.g. Writing template email responses, processes for record keeping, statistics.
· Support Chiropractors with writing ad-hoc letters to clients.
· Write reports.
· If invited/or applicable, Support business growth. E.g. attend meetings with external suppliers and developers
Experience required:
· Prior experience in a healthcare setting, preferably as a chiropractic assistant or in a similar role.
· Strong interpersonal and communication skills to effectively interact with patients and team members.
· Basic knowledge of chiropractic practice.
· Strong ability to connect with people over the phone and video calls, making people feel comfortable and cared for.
· Excellent verbal communication skills, able to convey warmth, empathy, and professionalism without in-person cues.
· Experience with lead management, patient conversion, or sales in a healthcare setting is a strong plus.
· Ability to multi-task and prioritise duties in a fast-paced environment.
· Proficiency in using office software and scheduling systems.
· A positive attitude, compassion, and a strong commitment to patient care.
Personal characteristics:
· Great organisation and people skills.
· A positive attitude, compassion, and a strong commitment to patient care.
· Willingness to learn.
· High level communication.
· Excellent written and verbal communication skills.
· Ability to self-direct your own work and work independently.
· Ability to lead a team and work in collaboration with others.
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