Job summary
Overall objectives
- To assist in providing comprehensive reception and administrative duties for the Adult Outpatient and Pre-operative Assessment departments, in order for them to run smoothly and efficiently, ensuring patient care and respect is considered in every duty.
- To attend to patients and referrers to the service, both in person and on the telephone, promptly and courteously at all times and be a worthy front-line representative of the high quality outpatient service.
- To work under supervision and manage own work load.
- To ensure patient/ staff confidentiality is maintained at all times.
Main duties of the job
To provide cover and coordinate the day to day running of the Adult Outpatient and Pre-operative Assessment clinic receptions ensuring that all patients and staff are greeted in a friendly and professional manner and provided with a smooth and efficient service.
To have responsibility for ensuring the smooth flow of clinics by clear communication to the outpatient team regarding clinic and patient issues. Take responsibility for the accuracy of patient data on the EPR system, amending patient and GP details as required.
To gain comprehensive understanding of EPR computer system, providing support to new users and existing staff.
- Register new patients on the EPR system on arrival in the department.
- To receive and register emergency patients on EPR.
- To ensure all calls not pertaining to outpatient appointments are dealt with politely and efficiently and/or re-routed to other members/departments within the Trust.
- Liaise with the transport service/transport co-ordinator if required. Keeping transport requirements in mind when making an appointment.
Close all clinics by entering data accurately on EPR on the day of the clinic. Assist in the training of new staff, including temporary staff. To keep the reception and waiting areas tidy and identify and report risks as appropriate.
About us
This is an exciting time to be joining the unit as we are going through a redesign of the unit to increase efficiency and improve the patient experience.
It is essential that the person is enthusiastic, motivated and passionate about providing high quality, safe, patient centred care. Good communication skills are essential and the ability to work with people as part of a multidisciplinary team.
You will work independently, checking patients in and out of clinics, ensuring the smooth running of the unit. You will be expected to support, supervise and develop further the role of the receptionist/administrator within the clinical area.There is an active in service training program and continued professional development is viewed as integral to providing quality patient care.The post holder will be required to work flexible hours and may include evenings and some Saturdays in the future.
Job description
Job responsibilities
- To provide cover and coordinate the day to day running of the Adult Outpatient and Pre-operative Assessment clinic receptions ensuring that all patients and staff are greeted in a friendly and professional manner and provided with a smooth and efficient service.
2. To have responsibility for ensuring the smooth flow of clinics by clear communication to the outpatient team regarding clinic and patient issues. 3. Take responsibility for the accuracy of patient data on the EPR system, amending patient and GP details as required.
4. To gain comprehensive understanding of EPR computer system, providing support to new users and existing staff.
5. Prioritise and schedule follow up outpatient appointments.
- Register new patients on the EPR system on arrival in the department.
- To receive and register emergency patients on EPR, retrieve patient records, and ensure that the clinical staff are made aware of the patients arrival and any concerns they may have about their condition.
- To arrange appropriate appointments by person, telephone or letter and co-ordinate specialist requests liaising with clinicians and administrative teams.
- To deal with complex enquiries from patients and staff, both internal and external customers in person or by telephone, providing information as required.
- To ensure all calls not pertaining to outpatient appointments are dealt with politely and efficiently and/or re-routed to other members/departments within the Trust.
- Liaise with clinical staff/administrative teams to ensure clinical capacity matches demand for appointment.
- Liaise with the transport service/transport co-ordinator if required. Keeping transport requirements in mind when making an appointment.
6. Close all clinics by entering data accurately on EPR on the day of the clinic.
- To obtain general or specific information relating to patient care episodes from the EPR system.
7. To respond to verbal complaints from patients, staff and internal and external customers, both in person and by telephone, escalating unresolved and formal complaints to the clinic co-ordinator or Senior Pathway Administrator in the first instance and then PALS if required.
8. Liaise with all receptionists and organise cover for tea and lunch breaks, annual leave and training sessions, in discussion with the Senior Pathway Administrator. 9. Assist in the training of new staff, including temporary staff. 10. To keep the reception and waiting areas tidy and identify and report risks as appropriate. 11. To monitor stock control of relevant stationary items and raise orders as required.
Job description
Job responsibilities
- To provide cover and coordinate the day to day running of the Adult Outpatient and Pre-operative Assessment clinic receptions ensuring that all patients and staff are greeted in a friendly and professional manner and provided with a smooth and efficient service.
2. To have responsibility for ensuring the smooth flow of clinics by clear communication to the outpatient team regarding clinic and patient issues. 3. Take responsibility for the accuracy of patient data on the EPR system, amending patient and GP details as required.
4. To gain comprehensive understanding of EPR computer system, providing support to new users and existing staff.
5. Prioritise and schedule follow up outpatient appointments.
- Register new patients on the EPR system on arrival in the department.
- To receive and register emergency patients on EPR, retrieve patient records, and ensure that the clinical staff are made aware of the patients arrival and any concerns they may have about their condition.
- To arrange appropriate appointments by person, telephone or letter and co-ordinate specialist requests liaising with clinicians and administrative teams.
- To deal with complex enquiries from patients and staff, both internal and external customers in person or by telephone, providing information as required.
- To ensure all calls not pertaining to outpatient appointments are dealt with politely and efficiently and/or re-routed to other members/departments within the Trust.
- Liaise with clinical staff/administrative teams to ensure clinical capacity matches demand for appointment.
- Liaise with the transport service/transport co-ordinator if required. Keeping transport requirements in mind when making an appointment.
6. Close all clinics by entering data accurately on EPR on the day of the clinic.
- To obtain general or specific information relating to patient care episodes from the EPR system.
7. To respond to verbal complaints from patients, staff and internal and external customers, both in person and by telephone, escalating unresolved and formal complaints to the clinic co-ordinator or Senior Pathway Administrator in the first instance and then PALS if required.
8. Liaise with all receptionists and organise cover for tea and lunch breaks, annual leave and training sessions, in discussion with the Senior Pathway Administrator. 9. Assist in the training of new staff, including temporary staff. 10. To keep the reception and waiting areas tidy and identify and report risks as appropriate. 11. To monitor stock control of relevant stationary items and raise orders as required.
Person Specification
meets role requirements
Essential
- Is aligned with the job description
Desirable
- Evidence computer knowledge
Person Specification
meets role requirements
Essential
- Is aligned with the job description
Desirable
- Evidence computer knowledge
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
