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Receptionist

3 months ago

Oxford, Oxfordshire, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time
To greet patients at reception in a friendly, helpful, polite and efficient manner.

Check demographic details for patients on arrival and update if required.


Check patients in and out of their appointment, schedule follow up appointments as required ensuring the RTT status is correct.

You will need to clinically code patient's appointments from the outcome forms daily.

To make sure the reception area and patient area is kept tidy and in good repair.

To undertake further training as and when required.

The position requires the ability to communicate.

If you are self motivated and keen to join the team we would encourage you to apply.

  • Job Summary


To provide a professional and efficient reception service to the Directorate, ensuring that all patients and visitors are welcomed to the department in an appropriate manner whilst adhering to the Trust Policy on Data Quality.

To provide a professional, comprehensive and effective administration support service to the administration, nursing and the wider medical teams.

  • Reception Responsibilities
  • To greet patients at reception in a helpful, polite and efficient manner.
  • Check all demographics details for patients on arrival, updating these appropriately whilst adhering to the Trust policies for data protection and patient confidentiality.
  • Register patient's attendance on EPR in realtime.
  • Deal with enquiries in a sympathetic and professional manner using tact and diplomacy when dealing with anxious patients and relatives.
  • To adhere to correct manual handling procedures and policies at all times.
  • To book follow up appointments accurately ensuring that the correct referral to treatment (RTT) status is recorded in accordance with Trust guidelines.
  • To ensure that special requests for additional support in clinics such as interpreters or sign language services are dealt with timeously.
  • To ensure that all reception clinic lists are available, up to date and accurate, recording all late bookings, cancellations and DNA's appropriately.
  • To ensure patients are checked in and out of clinic and future appointments are made on the day of attendance wherever possible and to ensure outpatient procedure activity is captured from outcome forms using the HIM chart coding function in EPR.
  • To ensure that all patients' notes are present and prepared the day before the clinics, highlighting any notes that are missing to relevant line manager for each clinic.
  • To arrange return transport for patients attending appointments at the request of the senior nurse or Arriva and Oxford Ambulance.
  • Escort patients to their clinic room if required to do so.
  • To make sure the relevant reception areas within the Directorate are kept tidy and in good repair, with any defects being reported to the relevant line manager.
  • To work flexibly in terms of location across John Radcliffe Hospital and Churchill Hospital, as necessary, to cover peaks and troughs of work across the Directorate.
  • To be able to prioritise your workload and work with mínimal supervision.
  • To undertake further training as and when required.
  • Administration
  • As directed by the patient pathway administrators, assist in any other administrational duties that may be required to ensure full administration service is provided within the Directorate. This may include providing basic cover for the patient pathway administrators during periods of sickness, annual leave or workload increases.
  • Sort and distribute all post received by the department to the appropriate individuals in a prompt and accurate manner.
  • Filing and Health records
  • Ensure that any patient related filing is done efficiently and in a timely manner. All filing should be filed into the relevant patient health record to ensure an accurate care record is kept wherever possible. To achieve this, patient health records must be located and retrieved ensuring that the tracking system is used accurately at all times.
  • Use the Electronic Patient Record (EPR) system to locate and track patient's records when requested to do so by members of the administrative or clinical team. Ensure all entries made are accurate and current.
  • Comply with the requirements of the Data Protection Act, Access to Health records Act and legislation issued in relation to confidential data.
  • Communication
  • Communicate with patients, carers, clinical and nonclinical staff via the telephone and face to face in a confident and polite manner, whilst maintaining patient confidentiality. Conversations can be of a sensitive and complex nature.
  • Where necessary, during periods of absence, deal with the answer machine messages left for colleagues or take incoming calls directly if appropriate.
  • Terms of Appointment
The appointment is substantive.

  • Miscellaneous


This job description is an outline of the key tasks and responsibilities of the Receptionist and is not intended as an exhaustive list.

The job may change over time to reflect the chan