Client Service Administrator

7 months ago

Ottawa, Canada hearinglife_Canada Full time

Reporting to the Regional Manager, the Client Service Administrator (CSA) is the first point of contact for most of our clients and is responsible for providing superior client care. The CSA is also responsible for providing administrative support to Hearing Professionals (HPs) within the clinic and to head office.

**What You Will Do**:
**Customer Service** - first point of contact for our clients and to provide them with the best customer service in the industry:

- Greeting clients
- Answering the telephone
- Answering client queries

**Appointments** - manage our client appointments and schedule the HP’s appointments:

- Maintaining clinician’s schedules
- Triaging all appointments
- Changing appointments to accommodate client and clinic needs
- Using telephone pathway to book initial client appointments
- Contacting existing clients to schedule appropriate appointments.
- Following protocols associated with the companies Telephone Performance Analysis, including and not limited to training, coaching, and evaluating.

**Clinic Appearance** - responsible for the general maintenance of our clinics so that they are a first class hearing healthcare centre:

- Daily cleaning and tidying as needed.
- Tidying and organizing Assistive Listening Device (ALD) displays and client waiting area.
- Maintaining and ordering office and clinic supplies.

**Hearing Professional and Administrative Support** - provide administrative support for the HPs in their respective clinic(s) as well as act as an office administrator for the Hearing Healthcare Centre (HHC):

- Opening and closing the HHC
- Registering all new clients
- Maintaining all paper files including creating, organizing, filing and destroying
- Shipping and receiving
- Tracking all orders through administration system and shipping log
- Preparing orders for fittings
- Assisting with local events as needed
- Understanding and selling all ALDs
- Providing basic hearing aid maintenance including cleaning/checks and tubing changes

**Accounting and Third Party Insurance Support** - responsible for processing all sales and tracking all outstanding balances and receivables and third party insurance payments which includes each of the following:

- Assisting with client estimates
- Counting and reporting opening and closing cash float
- Processing all payments; cash, cheque, post-dated cheques, credit card and debit card
- Completing daily bank deposit slip completing physical deposit
- Completing daily sales reconciliation on time and accurately
- Completing monthly inventory and accounting controls
- Understanding Debits and Credits
- Having working to expert knowledge of all third-party insurance programs
- Completing and submitting all third-party insurance forms
- Following up on all outstanding third party claims

**What You Will Need**:

- Post-secondary education in an applicable field
- At least 2 years’ customer service experience
- Organized, detail-oriented, and comfortable working with multiple priorities

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