Practice Secretary - Laya Healthcare Clinics Dublin (Part-Time, Cherrywood) Clinic - Dublin, Leinster Location: Cherrywood, Dublin Working Days: Mondays, Tuesdays & Thursdays Hours: 24 hours - 8:30AM 5:30PM (1-hour unpaid lunch break) Salary: Competitive dependent on experience Contract Type: Permanent | Part-Time across one site or option available to work Full-Time across both sites Reports To: Clinic Operations Manager About the Partnership Laya Healthcare and Webdoctor have partnered to create an innovative healthcare model in our Cherrywood clinic in Dublin. This clinic offers a comprehensive and growing range of services, from general practice and diagnostics, to womens and mens health, dermatology, mental health, and specialist assessments. We are looking for a dynamic, experienced Practice Secretary who thrives in a fast-paced environment and is passionate about delivering exceptional healthcare experiences. The Opportunity As Practice Secretary, you will work closely with our clinical team to ensure smooth daily operations, excellent patient service, and efficient administrative processes as we build our clinic operation from the ground up. We are seeking an organised, detail-orientated Practice Secretary to support the day-to-day running of our new clinic. This role requires exceptional administrative skills, experience in a healthcare environment, and the ability to work independently on assigned operational days. You will be the backbone of daily clinic operations, and administrative tasks while maintaining high standards of patient care and service. Key Responsibilities Patient Administration & Front Desk Manage patient registration, check-in/check-out processes Schedule and coordinate patient appointments across multiple services (GP, womens health, dermatology etc) Handle patient enquiries via phone, email, and in-person with professionalism and empathy Process referrals to specialists and coordinate with couriers and external laboratories Handle patient complaints at first point of contact and escalate to Operations Manager when appropriate Clinical Operational Support Coordinate daily clinic schedules to ensure optimal patient flow and clinician efficiency Prepare consultation rooms and ensure clinical areas are ready for patient appointments Assist with setup and coordination of phlebotomy/ specialist clinics Ensure all patient correspondence and clinical letters are processed efficiently Financial & Insurance Administration Handle billing, invoicing and payment processing incl. PCRS claims Reconcile daily cash and card payments Maintain accurate financial records for Operations Manager review Communication & Coordination Act as key liaison between patients, clinical staff and Operations Manager Coordinate with GPs, Nurses and visiting Specialists and Allied Health Professionals Compliance & Governance Support Ensure compliance with GDPR and data protection legislation in all patient interactions Maintain patient confidentiality at all times Follow and implement practice policies, procedures, and SOPs IT & Systems Management Proficient use of practice management software (training will be provided on specific system) Manage digital appointment systems and online booking platforms Support hybrid care model coordination (linking digital consultations with in-person visits) Troubleshoot basic IT issues and liaise with IT support when needed Person Specification Essential Minimum 1-2 years experience as a medical secretary, practice secretary, or healthcare administrator Proven experience managing appointment systems and patient flow Outstanding organisational and multitasking abilities Professional telephone manner with ability to handle high call volumes Ability to work under pressure while maintaining a focus on patient care and service quality Excellent communication, problem-solving, and conflict resolution skills Right to work in Ireland Desirable Knowledge of practice management software and patient management systems Medical Secretary qualification or similar healthcare administration certificate Knowledge of HIQA standards, GDPR, and relevant healthcare regulations in Ireland Proficiency in phlebotomy Experience in a start-up or high-growth environment What We Offer Competitive salary based on experience Structured 24 working hours per week with work-life balance prioritised (full time option also available across two sites) Pension contribution of 3% employer contribution after 6 months Discounted Laya Health and Dental Insurance Bike to work scheme Travel tax saver A modern, fully equipped clinic environment A supportive, collaborative team with dedicated clinical professionals Opportunities for professional development, training, and career progression A chance to make a real impact by building a clinic operation from the ground up How to Apply If you are an experienced and driven Practice Secretary looking for an exciting opportunity in a new, growing healthcare practice, we would love to hear from you. Please submit your CV and a cover letter outlining your experience and suitability for this role.
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