Daily Tasks
Admin Day Checklist.docx
Reception Daily Tasks
In the morning
- Once you have arrived in the morning, ensure all lights are switched on and both air conditioners are turned on.
- If the dishwater has been on overnight, unpack and put the dishes away. Move the magnet to say 'Dirty'.
- Turn on the reception computer and open two separate Google Chrome tabs, placing each on the separate screens. Open a third ‘Incognito’ Google Chrome tab. Open Zanda on one of the Google Chrome tabs and the ‘Incognito’ tab. On the last remaining tab, open Outlook and Microsoft Teams (Teams is where all Tasks are stored and assigned). Open a final window with YouTube to play waiting room piano music, which you can minimise for the day.
- Once you have settled in and opened all relevant items on the computer, check the emails ensuring there are no immediate changes to any of the bookings. It is important that ALL email inquiries are responded to within 24 hours.
- Before the first client arrives, tidy the reception area and ensure the water jug is filled for the clients (you can fill this by going into the laundry room and filling the red jug, remove the lid on the water jug and pour the water into the top).
- Ensure the downstairs and upstairs bathrooms have hand towels.
Throughout the day
- When a client arrives at reception, they will come to the front desk to check in.
- Click on their appointment and change to ‘Set to Arrived’.
- Once the client has arrived, process their appointment fee through Stripe (card saved on file) and email the receipt.
- If the client is NDIS plan managed, send the invoice to their Plan Manager for payment.
- If applicable, process Medicare following payment.
- Monitor the admin email and answer all phone calls throughout the day.
- Create Teams task if client enquiry/request has more steps than one email/phone call
- Look at Teams tasks you are assigned to/can assist with
- Tasks include:
- Assessments
- General enquiries
- Workshops and groups
- Tasks include:
At the end of the day (from 4pm):
- Check the outside toilet and upstairs toilet to ensure toilet paper is stocked and that clean hand towels are folded and placed on the shelves for clients to use for the next day. If there are no folded towels on the shelves, check the drawers beside the sink. Make sure to always keep these stocked!
- If there are few clean towels in the drawers and the shelves are becoming bare, begin a load of laundry for the hand towels to have ready for the following morning.
- Bring any used cups/mugs to the dishwasher in the kitchen and turn on if the dishwasher is full. Make sure to change the magnet to say 'Clean'.
- Check any clinician room that is unattended and clean up for the next clinician the following day.
- Clean the main waiting area by putting away toys, organising the colouring books, folding any blankets, etc.
- Sign out of Outlook and Zanda in Chrome, before shutting down computer.
