EMAILS

Due to the nature of the business, there may not be opportunity for a manager to pass on important communication to you in person. Therefore, No More Knots relies heavily on email for important communication to and from receptionists; for example, regarding availability and timesheets. It is essential that all No More Knots receptionists have a personal email account which is checked frequently. It is expected that receptionists will respond to all emails sent by No More Knots within 48 hours of receiving them (with the exception of weekends or during periods of annual leave). Each clinic has a direct email accessable to reception. It is your responsibility on a shift to be managing the ingoing and outgoing messages in this inbox. All communication from management relating to a task to be completed will be directed to these emails. It is your responsibility to check and follow up on all tasks relating to your shift or you specifically.

 

PHONES

No More Knots has multiple handsets for managing incoming and outgoing calls to the clinic. The clinic phone should be used for all work related calls only. If a client needs to make a local phone call from our land line, it is at no charge. You are not permitted to be on or use personal phones or other devices during work time, unless specifically required and have manager approval. Phones are to be kept on silent and with your belongings in the designated areas so as not to cause disruption. You are free to access your devices while on a rest or meal break provided you are away from the main desk and in the designated break areas. These policies are in place to maintain professional standards in the reception area.

WHAT’S APP GROUP

There is a No More Knots What’s App group chat created for team communication, such as in regards to rosters and shift changes. Managers will regularly post in this group so its a good idea to make sure you are apart of it.

 

COMPUTERS

No More Knots has multiple computers that are easily accessible to the team, and some of which are specific computers designed for reception use only. Under no circumstances are the reception computers to be used by therapists, even if they are unoccupied. You must not use any computer owned or provided by the Company, for any purpose other than to carry out your duties. You must not use any disks or other computer media which are not the Company’s property and you must not undertake any private or other activity by using such disks on any the Company equipment. One purpose of this requirement is to ensure that no viruses are introduced into the Company’s systems. Another is to ensure that the Company is not involved in any breach of copyright or other similar legal right which belongs to someone else.

 

PERSONAL FOLDERS

Each receptionist will be set up with an Outlook Folder. Your Outlook folder is to be used only to store individual work related items. For example, if your manager has emailed you to request a task be completed or you would like to keep a copy of the wording of an email as a template, these things may be stored in your NMK Outlook folder. It is your responsibility to check these folders for new messages at the start of each shift as other receptionists may move an email that is specifically for you to your personal folder. Under no circumstances should client related emails be kept in your personal Outlook folder.

 

START TIME

Deputy is the online scheduling program that we use to manage all reception shifts across each clinic. You are expected to commit to your availability and your assigned shifts. You are expected to be on time for every shift. Ensure sufficient time to prepare, conduct a hand over with your teammate, and commence work at the correct time in a stress-free way. If you are expected to be late, you must contact your manager to advise