Job summary
A medical receptionist / administrator is the primary representative of our Trust. A medical receptionist / administrator will need to be capable of handling stressful situations at any given time in order to service the patients.
We require someone with experience who can join our team and bring with them the above skills that will enhance the care we provide to our patients. Our patients are our forefront and we them, to have a positive experience when they access health care provided by the Trust.
If this is you do not hesitate and apply. Come and join our work family. The Preoperative Assessment and Elective Surgery Hub Admin team is a small and friendly team who support each other to provide the best health care.
Main duties of the job
You will be responsible for reception and general administrative duties within the two units, and work with our established processes, policies and procedures to provide a comprehensive high quality service, and deal efficiently and courteously with patient enquires.
Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries, booking and or amending patient appointments.
Meeting and greeting patients attending the unit reception area, giving a polite and professional service.
About us
We employ more than 6,500 staffwho deliver compassionate care from our two main hospitals,Calderdale Royal Hospital and Huddersfield Royal Infirmary as well as in community sites, healthcentres and in patients' homes. We also are incredibly proud to have almost 150 volunteers here at CHFT.
We provide a range of services including urgent and emergency care; medical; surgical; maternity; gynaecology; critical care; children's and young people's services; end of life care and outpatient and diagnostic imaging services.
We provide community health services, including sexual health services in Calderdale from Calderdale Royal and local health centres. These include Todmorden Health Centre and Broad Street Plaza.
We continue to modernise and invest in our health services to build on our strong reputation.Foundation trusts are public leaders in improving quality in health services. They are part of the NHS- yet decisions about what they do and how they do it are driven by independent boards. Boardslisten to their Council of Governors and respond to the needs of their members - patients, staff andthe local community.
Foundation trusts provide what the health service wants, yet are also free to invest quickly in thechanges to the local community needs, in striving to be the best, and in putting their patients first.
Job description
Job responsibilities
Job responsibilities -
RECEPTION
Receiving patients, consulting with members of the Preop Assessment or ESU Hub team.
Process personal, telephone and electronic requests for appointments, telephone consultation and ensuring callers are directed to the appropriate department.
Take messages and pass on information; initiating contact with and responding to requests from patients, other team members and secretaries across the Trust.
Prepping patient theatre care pathways for admission.
Ensure reception area notices are regularly checked and within date.
GENERAL ADMINISTRATOR
- Book/ edit/ cancel appointments and recalls ensuring sufficient information is recorded within Cerner Electronic Patient Record / Bluespier and in line with Local and National Waiting Times and priorities (RTT).
- Oversight of cancelled slots daily and back fill to ensure optimal clinic utilisation.
- Monitor effectiveness of the system and report any problems or variations required.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with patients and others within the Trust, taking messages and dealing with appropriate queries.
- Maintain stationary stock.
- Ensure patient information leaflets are readily available as well as keeping stock level
- Arrange interpreters and assist with transport enquiries.
- Complete mandatory training and attend regular in house training to maintain professional development.
TEAM WORK
- Understand own role and identify how this may develop over time
- Work as an effective and responsible team member, supporting others and exploring new ways of working
- To liaise with all members of the Trust, primary care team and other agencies in order to assure appropriate care is provided for The Trusts population
- To value all team members
- Prioritise own workload and ensure effective time-management strategies are embedded within the culture of the team
- Discuss, highlight and work with the team to create opportunities to improve patient services
- Comply with CQC standards within the Trust
- To attend Trust and collaborative meetings as requested
- To keep the Admin Manager and Service Manager informed about pressures and difficulties or problems that may arise
Other Job Responsibilities
CONFIDENTIALITY
- Maintain confidentiality of information acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.
- Maintain awareness of the Freedom of Information Act.
- Information relating to patients, carers, colleagues, other healthcare works or the business of the Trust may only be divulged to authorised persons in accordance with the Trust policies and procedures relating to confidentiality and the protection of personal and sensitive data.
HEALTH AND SAFETY
- The post holder will manage their own and others health and safety and infection control as defined the Trust policies.
- Comply with the Trusts health and safety policies by following agreed safe working procedures.
- Actively report health and safety hazards and infection hazards immediately.
- Keep work and general areas clean and tidy and using appropriate infection control training (minimum annually).
- Awareness and compliance with National standards of infection control, hygiene, regulatory / contractual/ professional requirements and good practice guidelines.
- Correct personal use of personal protective equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by Clinicians, staff and patients.
- Report incidents using the Trusts incident reporting system.
- Using personal security systems within the workplace according to Trust guidelines
- Making effective use of training to update knowledge.
EQUALITY AND DIVERSITY
- The post-holder will support, promote, and maintain the Trusts Equality & Diversity Policy.
- No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
- The post holder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.
Job description
Job responsibilities
Job responsibilities -
RECEPTION
Receiving patients, consulting with members of the Preop Assessment or ESU Hub team.
Process personal, telephone and electronic requests for appointments, telephone consultation and ensuring callers are directed to the appropriate department.
Take messages and pass on information; initiating contact with and responding to requests from patients, other team members and secretaries across the Trust.
Prepping patient theatre care pathways for admission.
Ensure reception area notices are regularly checked and within date.
GENERAL ADMINISTRATOR
- Book/ edit/ cancel appointments and recalls ensuring sufficient information is recorded within Cerner Electronic Patient Record / Bluespier and in line with Local and National Waiting Times and priorities (RTT).
- Oversight of cancelled slots daily and back fill to ensure optimal clinic utilisation.
- Monitor effectiveness of the system and report any problems or variations required.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with patients and others within the Trust, taking messages and dealing with appropriate queries.
- Maintain stationary stock.
- Ensure patient information leaflets are readily available as well as keeping stock level
- Arrange interpreters and assist with transport enquiries.
- Complete mandatory training and attend regular in house training to maintain professional development.
TEAM WORK
- Understand own role and identify how this may develop over time
- Work as an effective and responsible team member, supporting others and exploring new ways of working
- To liaise with all members of the Trust, primary care team and other agencies in order to assure appropriate care is provided for The Trusts population
- To value all team members
- Prioritise own workload and ensure effective time-management strategies are embedded within the culture of the team
- Discuss, highlight and work with the team to create opportunities to improve patient services
- Comply with CQC standards within the Trust
- To attend Trust and collaborative meetings as requested
- To keep the Admin Manager and Service Manager informed about pressures and difficulties or problems that may arise
Other Job Responsibilities
CONFIDENTIALITY
- Maintain confidentiality of information acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.
- Maintain awareness of the Freedom of Information Act.
- Information relating to patients, carers, colleagues, other healthcare works or the business of the Trust may only be divulged to authorised persons in accordance with the Trust policies and procedures relating to confidentiality and the protection of personal and sensitive data.
HEALTH AND SAFETY
- The post holder will manage their own and others health and safety and infection control as defined the Trust policies.
- Comply with the Trusts health and safety policies by following agreed safe working procedures.
- Actively report health and safety hazards and infection hazards immediately.
- Keep work and general areas clean and tidy and using appropriate infection control training (minimum annually).
- Awareness and compliance with National standards of infection control, hygiene, regulatory / contractual/ professional requirements and good practice guidelines.
- Correct personal use of personal protective equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by Clinicians, staff and patients.
- Report incidents using the Trusts incident reporting system.
- Using personal security systems within the workplace according to Trust guidelines
- Making effective use of training to update knowledge.
EQUALITY AND DIVERSITY
- The post-holder will support, promote, and maintain the Trusts Equality & Diversity Policy.
- No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
- The post holder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.
Person Specification
QUALIFICATIONS / TRAINING
Essential
- Educated to GCSE level or equivalent
Desirable
- NVQ level 2 Business & Administration/ equivalent experience
KNOWLEDGE, EXPERIENCE & EXPERTISE
Essential
- Have significant working knowledge of Microsoft packages, applications and excel database
- Experience of dealing with the public within a reception Area
- Extensive experience or understanding of the NHS, the hospital environment and patient centred care
- Good organisational skills
- Willingness to work in a changing environment
- Ability to work using own initiative and methodically
- Professional approach to work and colleagues
- Flexible approach to working hours
- Time management skills
- Ability to maintain confidentiality
- Sound understanding of Information Governance including Data Protection and Confidentiality
Desirable
- Cerner EPR knowledge
- Experience /knowledge of 18 week referral to treatment
- Knowledge of National elective surgery waiting time and recovery plan
- Knowledge of hospital procedures
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential
- Excellent communication skills
- Ability to communicate complex information at all level
- Highly motivated
- Must be accurate and be able to meet deadlines
- Ability to work flexibly and support colleagues
- Awareness of when to request advice from senior staff
- Patient focused
Person Specification
QUALIFICATIONS / TRAINING
Essential
- Educated to GCSE level or equivalent
Desirable
- NVQ level 2 Business & Administration/ equivalent experience
KNOWLEDGE, EXPERIENCE & EXPERTISE
Essential
- Have significant working knowledge of Microsoft packages, applications and excel database
- Experience of dealing with the public within a reception Area
- Extensive experience or understanding of the NHS, the hospital environment and patient centred care
- Good organisational skills
- Willingness to work in a changing environment
- Ability to work using own initiative and methodically
- Professional approach to work and colleagues
- Flexible approach to working hours
- Time management skills
- Ability to maintain confidentiality
- Sound understanding of Information Governance including Data Protection and Confidentiality
Desirable
- Cerner EPR knowledge
- Experience /knowledge of 18 week referral to treatment
- Knowledge of National elective surgery waiting time and recovery plan
- Knowledge of hospital procedures
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential
- Excellent communication skills
- Ability to communicate complex information at all level
- Highly motivated
- Must be accurate and be able to meet deadlines
- Ability to work flexibly and support colleagues
- Awareness of when to request advice from senior staff
- Patient focused
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.
Employer details
Employer name
Calderdale and Huddersfield NHS Foundation Trust
Address
The Huddersfield Royal Infirmary
Acre Street
Huddersfield
HD3 3EA
Employer's website
https://www.cht.nhs.uk (Opens in a new tab)
