Chiropractic Assistant - TOPCHIRO Poole

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.