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 Practice Manager About Webdoctor Medihive, trading as Webdoctor, is Irelands leading digital-first healthcare provider. As we launch our first clinic in Dublin 2, we are building a high-performing team to deliver world-class patient care. Our model integrates virtual consultations with comprehensive in-person clinical services, and the Practice Secretary 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 Practice Manager 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 Practice Manager in 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 Practice 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 Practice Manager review Communication & Coordination Act as key liaison between patients, clinical staff and Practice 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 our 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 2-3 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 Experience in a start-up or high-growth environment Knowledge of HIQA standards, GDPR, and relevant healthcare regulations in Ireland 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.
About Webdoctor Medihive, trading as Webdoctor, is Irelands leading digital-first healthcare provider. Established in 2013 and running a thriving digital health service with a Trust Pilot score of 4.8, we are excited to enter the next stage of our growth phase. As we launch our first walk-in clinic in Dublin 2, we are building a high-performing team to deliver world-class patient care. Our new 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 Manager who thrives in a fast-paced environment and is passionate about delivering exceptional healthcare experiences. The Opportunity As Practice Manager, you will be the operational backbone of the clinic. You will oversee the day-to-day running of the practice, manage a small but growing team, and ensure that administrative, operational, financial, and compliance functions are seamlessly executed. This is a leadership role with real influence - you will help shape the clinics culture, systems, and processes from the ground up. It is essential that this role be based onsite in the clinic over a 5 day week. Key Responsibilities Team Management & Leadership Lead, supervise, and motivate the clinic team, fostering a positive, high-performance culture Manage staffing levels, rotas, and scheduling to ensure appropriate clinic coverage Handle personnel matters including sick leave, annual leave, and any workplace issues Foster professional development and support the growth of the team as the business scales Operational Management Oversee the daily operations of the clinic, including appointment scheduling, patient flow, and resource management Ensure clinical and administrative systems are running efficiently, including patient records, billing, and appointment management Manage clinic resources, equipment procurement, and supply chain Develop and implement practice policies and standard operating procedures Handle patient complaints and feedback in a professional, timely, and empathetic manner Monitor key operational metrics and report on clinic performance Financial Management Work with the Operations Lead and companys accountants to manage budgets and expenses Support revenue growth through efficient scheduling and service optimisation Compliance & Regulation Ensure full compliance with all relevant healthcare regulations and standards, including those set by HIQA, GDPR, and other statutory requirements Conduct regular audits to ensure clinic operations meet industry best practices Keep clinic policies up to date and communicate changes to staff promptly Manage the clinics health and safety obligations Patient Care & Service Excellence Ensure the highest standard of patient experience from first contact through to follow-up Manage patient services including appointment scheduling, query handling, and feedback systems Work closely with the clinical team to maintain excellent patient care and satisfaction Develop and implement systems for patient feedback and continuous service improvement Person Specification Essential Proven experience in a practice management or healthcare administration role in a clinic, medical office, or healthcare facility Strong understanding of medical administration, patient care processes, and healthcare systems Excellent leadership and people management skills Outstanding organisational and multitasking abilities Ability to work under pressure while maintaining a focus on patient care and service quality Excellent communication, problem-solving, and conflict resolution skills Knowledge of HIQA standards, GDPR, and relevant healthcare regulations in Ireland Right to work in Ireland Willing to work onsite in the clinic over a 5 day week Desirable Relevant qualifications in healthcare management, business administration, or a related field Experience with financial management, budgeting, and compliance in a healthcare setting Knowledge of practice management software and patient management systems Minimum 4 years experience Proficiency in phlebotomy Experience in a start-up or high-growth environment What We Offer Competitive salary based on experience Structured 40 working hours per week with work-life balance prioritised Full-time or job-share arrangements considered 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 Manager looking for an exciting leadership 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.
