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Reception duty

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Introduction

Assist with Salon Reception Duties: Knowledge and Understanding Salon and Legal Requirements 1. What are your procedures for: a. Maintaining Confidentiality Under Data Protection Act the client information stored electronically or manually should be kept secure and should not be given to anyone else and only provide to client upon request. This information must be up to date and only relevant to business use. b. Taking Messages When taking messages must make sure that it should be clear and accurate and written down it helps to save time and message is delivered in its original words. Messages should be taken on 'memo' pad and details include: Name of person message from Name of person message for Time and date Original message Contact details if essential c. Making and Recording Appointments Appointment cards should be neat and tidy, when making appointment make sure to record client name, contact detail in case of emergency. The date and time of treatment and how long would it take and also the name of the therapist. Make sure the information is correct before giving the appointment card to client. d. Client care at reception Welcome the client and make them comfortable inform the client if they need to wait, record the arrival time of client after treatment ask the client if happy with the treatment. ...read more.

Middle

5. Whom should you refer to if you had problems at reception, give one example. It is not always receptionist duty to deal with problems often refers to the person who is responsible most of the time it is supervisor duty to deal with the problems. Receptionist should refer to the supervisor or manager if there is the problem at reception Example: A client not happy with the product purchased and asking for refund receptionist should ask the supervisor who than will check the product closely and possibly refund the money. 6. Research the Data Protection Act and list 2 main requirements for this act? The Data Protection Act 1984 stated that people or business who use personal data must be register with the Data Protection Registrar stating the reason why holding the data. The two requirement for this act are personal data should be accurate and kept up to date. Personal data should only be held for specific and lawful purpose. Communication 7. Why is it important to take messages and passing them to right person at the right time? It is essential to take messages and pass to the right person at right time as it helps to save time responding to messages sometimes messages are confidential so should be keep safe and delivered to the right person. ...read more.

Conclusion

What procedure would you follow when identifying faults in products? If the product is faulty this should be taken back to the salon, and ask the receptionist or supervisor that the product is faulty. The client should be dealt politely and replace the product with the new product but if client ask for refund than after examining the product refund should be given to client. 18. List the Stationary items that should be kept at the reception area * Forms, letter paper and envelope * Pen, pencil, a ruler and eraser * Note/message pad * Calculator * Bill head/receipt pads * Address and telephone book Making Appointments Why is it important to make appointment correctly? From the salon you have done your research on create a sample of their appointments book - ensuring that you follow the Data Protection Act. It is important to make appointment correctly in order to save your time and client time. Appointment book sample Date Monday 23 rd March 2009 Time Therapist1 Therapist 2 Therapist3 Therapist4 9:30 am 10:00 am 10:30 am 11:00 am 11:30 am 12:00 pm Lunch 12:30 pm Lunch 13:00 pm Lunch Afternoon Off 13:30 pm 14:00 pm 14:30 pm 15:00 pm 15:30 pm 16:00 pm ?? ?? ?? ?? 1 ...read more.

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