Data Entry Specialist

Accurate, reliable data entry across three systems for a growing Irish clinic group. Peak Podiatry is a private podiatry and MSK clinic group in Galway, Ireland. We run on Cliniko (practice management), GoHighLevel (CRM and patient communication), Stripe (online payments) and Dataplayer (reporting on top of Cliniko). Right now, three pieces of data have to be moved between those systems by hand, every working day, without mistakes. That's the job. The three workflows 1. New patients: Cliniko → HighLevel Every new patient created in Cliniko needs a matching contact in HighLevel — name, mobile, email, clinic location and the correct tags — so our follow-ups and reminders fire properly. Check for duplicates before you create. 2. Payments: Stripe → Cliniko Every Stripe payment (deposits, package payments, online bookings) needs to be recorded against the right patient and the right invoice in Cliniko, with the correct amount, date and payment method. Where the Stripe name doesn't match the Cliniko record, you find the match. You don't guess. 3. Action plans: practitioner → Cliniko When a practitioner completes a patient's action plan, you enter it into the patient's Cliniko record in our set format. [Specify where: treatment note / attachment / template] Dataplayer is used to pull daily lists of new patients, payments and outstanding items so you can cross-check that nothing was missed. We'll give you written SOPs and short Loom videos for each workflow. Your first job is to follow them exactly. Your second job is to tell us when they're wrong or could be better. How you'll be measured We measure everything, and we'll show you the numbers. - Accuracy — entries are spot-checked against source. Target is zero unforced errors. - Turnaround — each day's batch completed within [2-3 hours] of the daily cut-off. - Daily log — a short checklist confirming what was processed and anything you couldn't resolve. What we need from you - Experience with Cliniko (strongly preferred) and GoHighLevel. Stripe dashboard familiarity is a plus. - Detail-obsessed. A wrong mobile number, a duplicate contact or a payment logged to the wrong invoice causes real problems for real patients. - Comfortable following an SOP and flagging exceptions rather than improvising. - Clear written English — you'll be leaving notes in patient records. - Availability overlapping Irish working hours (GMT/IST) for at least [2-3 hours] on weekdays, and replies to messages within [2 hours]. - Stable internet and a private, secure workspace. Confidentiality — non-negotiable You'll be handling patient data governed by GDPR. You'll sign an NDA and a data processing agreement before you get access. All work happens inside our systems using accounts we provide — no exporting, downloading, screenshotting or storing patient data anywhere else. Breaching this ends the contract immediately. Hours and pay - [Approx. 5 hours per week to start, ongoing. Volume grows as the clinics grow. - Hourly via Upwork: [€6-8/hour] depending on experience. - A short paid test task (dummy data, about 30 minutes) before we award the contract. Where this leads We're an AI-forward company and we're automating repetitive admin. Part of this role is helping us document the process well enough that pieces of it can be automated. The person who does this well doesn't work themselves out of a job — they become the person who checks the automations, handles the exceptions and takes on the next thing we need done properly. To apply Start your proposal with the word "Cliniko" so we know you read this, then answer the screening questions. Proposals that don't do both will be skipped. --- Skills tags Data Entry · Cliniko · GoHighLevel · Stripe · CRM Data Entry · Healthcare Administration · Data Accuracy · Administrative Support · Google Sheets --- Screening questions 1. Which of Cliniko, GoHighLevel and Stripe have you used, and what exactly did you do in each? 2. A Stripe payment arrives from "J. Murphy" for €195. Cliniko has three patients called Murphy and no open invoice for exactly €195. What do you do, step by step? 3. Have you handled confidential or medical data before? What rules did you follow? 4. What hours (in Irish time) can you commit to on weekdays, and how quickly do you typically reply to messages? 5. Tell us about a time you spotted an error in a process someone else designed. What did you do about it?