Job responsibilities
Job Title:Receptionist - Linton House
Main Place of Work:Linton House Clinic, Thirlestaine Road, Cheltenham, GL53 7AS
Responsible to: Head of Business Administration
Accountable to:Chief Executive
Job Purpose: To provide a high quality, professional reception and administrative service to patients, colleagues, healthcare professionals and others. To act as the first point of contact for patients attending the Imaging Centre and Rapid Access Clinics and to represent the charity in a professional manner in line with Cobalt values.
Key areas of responsibility will include:
Operational Duties
To greet patients and visitors to the Imaging Centre and Rapid Access Clinics in a warm, friendly and professional manner
To operate the patient administration system (PAS) in arriving patients for their appointment, record accurate payment details and confidential patient information
To receive, assess and prioritise patient referrals and to forward to the appropriate clinician for protocol
To answer telephone calls, enquiries and e-mail enquiries and respond appropriately
To liaise between doctors, consultants, healthcare professionals and patients as required
To preserve the privacy, dignity and confidentiality of patients
To liaise with secondary care providers and healthcare transport services as appropriate
To assist colleagues and provide additional clerical support
To be responsible for postal services such as franking, special delivery, recorded delivery; ensure sufficient funds to the franking machine and replenishing as necessary
To ensure the patient waiting area is kept clear of obstructions and maintain a clean and tidy environment for the patients comfort
To maintain the health and safety of all patients, visitors and colleagues
To share responsibility for maintaining and encouraging adequate security and safety for staff and service users
Any other such duties as may reasonably be requested commensurate to the post
Specific Responsibilities
To support the management of the rapid access clinics
To provide administration support services to visiting consultants operating their specialist private clinics
Liaising with consultants private secretaries to manage an effective patient pathway for the rapid access clinics
To provide a bookings service for rapid access patients to diagnostic imaging
Support specialist breast clinic services, receiving referrals, processing complex information, contacting patients to arrange time specific imaging appointments, liaising with consultant breast radiologists, healthcare professionals and support staff, MRI superintendent and radiographers
Management of Resources
Collectively to share responsibility for monitoring and maintaining adequate stock levels of patient information leaflets, stationery, IT consumables
Line management
There is no line management responsibility associated with this post
Teamwork
This will involve:
To work collaboratively with other departments within Cobalt
Champion the professional integrity of the organisation
Adhere to corporate policy and procedure
Personal Development
All Cobalt staff are required to participate in the organisations annual appraisal review scheme. The end of year appraisal will include a personal development review where progress made over the last year is discussed and agreed. Focus on the following years departmental and personal objectives will be identified, discussed and agreed.
Health and Safety
In addition to any responsibilities specified within your job description above, it is your duty to:
Take reasonable care of the health and safety of yourself and of the other people who may be affected by actions and omissions at work.
Co-operate with the employer in ensuring that all statutory and other requirements are complied with.
Infection Control
To be aware of responsibilities for infection prevention and control.
Co-operate with the employer in ensuring that all infection prevention and control policies and procedures are complied with.
Conduct hand hygiene in accordance with Cobalt policy, challenging those around you who do not.
Disclosure and Barring
All appointments are subject to a satisfactory check by the Disclosure and Barring Service. Failure to disclose any previous convictions or cautions may result in the withdrawal of the post or termination of contract
Confidentiality
Under no circumstances either during or after the end of your employment (however it is terminated) may you divulge to any unauthorised person confidential information relating to the Charity. This includes, but is not limited to, information covering patients, individual staff records, industrial relations, financial affairs, contract terms and prices or business forecasts.
Equality and Diversity
It is the responsibility of all employees to support the Charitys vision of promoting a positive approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of Equality & Diversity Strategies and Policies.
Data Protection
If required to do so, to obtain, process and/or use information held on computer or other IT system in a fair and lawful way. To hold data only for specific registered purpose and not use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed.
Information Governance
You should be aware of all information governance policies and procedures, in order to ensure necessary safeguards are upheld for the appropriate use of patient and personal information.
Personal Development
You are required to participate in the organisations annual appraisal scheme. The end of year appraisal will include a personal development review where progress made over the last year is discussed and agreed. Focus on the following years departmental and personal objectives will be identified, discussed and agreed.
You are expected to maintain competency, learning new techniques and technology as required and retain records of continuing professional development (cpd) to ensure continuity of membership to your professional organisation.
All staff are encouraged to participate in training/activities that will help develop their wider skills and assist them in managing their personal welfare and be attentive to the welfare of colleagues.
Completion of Cobalt Healths mandatory training programme.
The Environment and EMS
Cobalt is committed to protecting the local and global environment and supporting the development of the concept of sustainable healthcare. To help achieve these aims Cobalt has developed an Environmental Management System (EMS) to proactively manage the charitys impact on the environment, and you have a crucial role to play within in this. In addition to attending training and any responsibilities specified within your job description above, you are required to familiarise yourself with Cobalts EMS and policies, to understand and contribute to the achievement of Cobalts environmental objectives and targets, and to provide feedback through line management or CSR Champions.
This is an outline of the post-holder's duties and responsibilities. It is not intended as an exhaustive list and may change from time to time in order to meet the changing needs of the Charity.
This post is subject to the terms and conditions of employment of Cobalt Health
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