Practice Secretary - Full Time

Location

D2, Dublin (near Merrion Square)

Working Days

Monday – Friday

Hours

40 hours per week

Salary

Competitive – dependent on experience

Contract Type

Permanent | Full-Time

Reports To

Operations Lead

About Webdoctor

Medihive, trading as Webdoctor, is Ireland’s leading digital-first healthcare provider. As we launch our first hybrid clinic in Dublin 2, we are building a high-performing team to deliver world-class patient care. Our hybrid model integrates virtual consultations with comprehensive in-person clinical services, and the Practice Manager is essential to ensuring the smooth, efficient, and patient-centred operation of this new site.

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 Operations Lead 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 our Operations Lead in the day-to-day running of our new clinic services. 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.

You will also play a key role in supporting the growth of our psychotherapy service - helping ensure clients experience a seamless, supported journey from initial enquiry through to ongoing care. This is an exciting area of significant growth, and the right candidate will have the opportunity to shape how this service develops within the clinic.

Key Responsibilities

Patient Administration & Front Desk

• Manage patient registration, check-in/check-out processes
• Schedule and coordinate patient appointments across multiple services (Psychotherapy, GP, women’s 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 Lead when appropriate
• Support continuity of care for psychotherapy clients, including proactive follow-up to ensure clients remain engaged with their treatment journey.

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 Lead review

Communication & Coordination

• Act as key liaison between patients, clinical staff and the Operations Lead

Compliance & Governance Support

• Maintain patient confidentiality at all times
• Help create, implement and follow 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
• Troubleshoot basic IT issues and liaise with IT support when needed

Psychotherapy Service Coordination

• Act as a key point of contact for psychotherapy enquiries, ensuring a warm and professional client experience from first contact
• Monitor client engagement and support scheduling continuity across therapy programmes
• Track service metrics and support reporting on client flow and appointment conversions
• Identify opportunities to improve the client journey and share insights with the Operations Lead

Person Specification

Essential

• Proven experience managing appointment systems and patient flow
• Outstanding organisational and multitasking abilities
• Professional telephone manner with ability to handle high call volumes
• 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
• 1-2 years experience as a medical secretary, practice secretary, practice manager or healthcare administrator (dental, medical, healthcare setting)
• Medical Secretary qualification or similar healthcare administration certificate / qualification
• Experience in a start-up or high-growth environment
• Experience in client or patient facing role with exposure to conversions, reporting or service growth metrics

What We Offer

• Competitive salary based on experience
• Structured 40 working hours per week with work-life balance prioritised
• 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.