Position Overview

We are seeking a highly organized, empathetic, and proactive Office Assistant to be the welcoming heart of our clinic. This role is critical to ensuring smooth daily operations and creating a positive, calming, and professional experience for our patients and their families. The ideal candidate is a detail-oriented multitasker who thrives in a caring, clinical setting and understands the importance of discretion, patience, and clear communication.

Key Responsibilities

Administrative & Front Desk Duties:

• Serve as the first point of contact, greeting patients, families, and visitors with warmth and professionalism, both in person and over the phone.
• Schedule and confirm patient appointments using our Electronic Health Record (EHR) system.
• Handle patient check-in/check-out, verify insurance eligibility, and collect co-payments.
• Maintain and organize patient files (electronic and paper) with strict adherence to privacy requirements.
• Manage office supplies inventory, place orders, and ensure the reception and common areas are tidy and welcoming.
• Process incoming and outgoing mail, faxes, and emails.

Client Support & Coordination:

• Demonstrate exceptional sensitivity and patience when interacting with clients who may have communication, memory, or emotional challenges.
• Provide clear, simple instructions and reminders to clients as needed.
• Assist clients and families with basic forms and paperwork.
• Facilitate communication between clients, clinicians, and billing departments.

Clinical Support:

• Prepare therapy rooms and materials as directed by clinicians.
• Assist with the coordination of patient schedules across multiple therapists.
• Support clinicians with administrative tasks related to client care, such as scanning documents into EHR or preparing reports.
• Help maintain inventory of therapeutic materials and supplies.

General Operations:

• Assist the Clinic Manager with special projects, data entry, and report generation.
• Coordinate equipment maintenance and other vendor services.
• Uphold and promote the clinic’s mission and values in every interaction.

Required Qualifications & Skills

• Associate or bachelor’s degree in healthcare administration, business, or related field .
• Minimum of 1-2 years of experience in an administrative, front desk, or customer service role. Experience in a healthcare, rehabilitation, or mental health setting is a strong plus.
• Excellent verbal and written communication skills.
• Professional, compassionate, and patient demeanor with a strong customer-service orientation.
• High level of discretion and understanding of patient confidentiality (HIPAA).
• Strong organizational skills and the ability to prioritize tasks in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and experience with scheduling software or Electronic Health Records (EHR).
• Ability to work independently and as part of a collaborative team.
• Should have valid work visa for UAE. Visa sponsorship at the successful completion of probation period ( 6 months).

Preferred Qualifications

• Familiarity with medical terminology, especially related to neurology or rehabilitation.
• Experience with insurance verification and basic medical billing processes.
• Bilingual skills (English/ Arabic / Hindi ) are highly desirable.

What We Offer

• A meaningful role in a supportive and mission-driven environment.
• Compensation : as per market standards
• Opportunities for professional development and training.
• The chance to make a tangible difference in the lives of clients and their families.

How to Apply

Interested candidates should submit a resume and a cover letter explaining their interest in working specifically within a cognitive rehabilitation setting via career portal .