Happy New Year Team!
I hope you all enjoyed the weekend with your friends and fam and are feeling refreshed and empowered coming into the new year!
This is just a quick one for our first update for the year, but please read on carefully and let me know if you have any questions and concerns.
WELCOME CASEY!
You may or may not have met her already but Casey has joined our reception team as out latest casual member! She graduated from highschool in 2020, and will hopefully be studying a Bachelors of Biomedicine and Science this year. She will be continuing her training at Greenslopes, so hopefully most of you will get a chance to meet her in the coming weeks.
In light of Izzy's departure from our team, we have also made the decision to hire a second Clinic Coordinator to support the administration team at the Greenslopes clinic. Her name is Natasha and she will be begining her training with us on the 9th of February. She is very excited to be starting with us and looking forward to meeting you all!
She will be in training for at least two weeks from when she starts so we will still be looking for full availability from you all to support her through her training phase, just like we do with any new team member. We are hoping her move to her more permanent hours will transition smoothly with the return to uni this year in the end of Feb/March.
If you do have any concerns with availability or hours, please don't hesitate to come and have a chat to me.
Ellie will be taking leave from the 18th March to the 6th April, and our other coordinators will be doing the same at some point through out the year. So please keep those dates in mind as we will be looking for more help through those times in the year.
FEBRUARY ROSTERS
Remember, I need your feb availability/unavailability by the 10th of Jan. All availbility is now due by the 10th of the month prior and you will need to let me know if you foresee any issues or concerns. Please make sure that you have this in on time, or contact me otherwise. We have the due date so I have time to put together the roster and make changes with plenty of notice to everyone if there are any issues.
FEEDBACK
I really enjoyed hearing the feedback you had for your team mates of the back of our last update and I would really like to encourage you all to share more of this throughout the year! If you ever notice a team mate doing something exceptional, please let me know. I'm trying to think of a fun and creative way that we can do this, so if you have any suggestions feel free to share.
I was thinking of a nice display wall in the office where we could write little notes or affirmations for each other, but if anyone has another idea let me know.
DAILY REMINDERS:
1. Deleting Voicemails
Please make sure that we are deleting voicemails daily. Too often are messages being left on the machine or archived which becomes confusing for the next receptionist to action. Its also a bit embarrassing and unprofessional for us to be making those double up calls for a client who left the message days ago!
2. Health Fund Checks
Make sure that you are looking for any client who is booked in with a therapist with HF limitations. We need to make sure that all clients with them are either not claiming or with a HF that is okay for that therapist. Please remember to make sure that alerts are up to date, and there are notes written on the appointment.
3. Arrival
Please make sure that you are on time for all your shifts - which means 10mins prior! This allows smooth handover between shifts, a calm start, and your team mates leave on time. You should be in full uniform, neat and tidy presentation at the start time of your shift.
4. Phones
Phones must be away with all belongings in the office and on SILENT.
6. Updates/Emails/Posts
Make sure you are staying up to date on emails, updates, and posts that go out. We don't generally have the luxury of checking in with each of you in person to relay information so we do rely on each of you being on
7. Customer service
Always make sure that you are giving a 5 star service every time. Think about your presentation, smile, tone, choice of words with all your interactions. Are you being friendly, reliable and confident? We need our clients having trust and confidence in us and our services which starts with you!
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Thanks Team,
Enjoy the rest of your week!
EM x
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