Reception Administration Assistant
5 months ago
PLEASE REFER TO SUPPORTING DOCUMENT FOR FULL JOB DESCRIPTION As a key member of the Dermatology administration team you will be responsible for ensuring the effective running of the Dermatology service reception as well as picking up general office duties. You will be a team player contributing to the overall high performance of the Westcliffe Health Innovations team. Your role will include opening up the reception area in the morning ready for clinics to start at 8.30am. Marking patients as arrived, informing patients of delays or issues in clinic, dealing with general queries.
Sending out appointment letters and SMS messages, restocking clinical rooms and administration supplies and to handover to the afternoon reception/admin team. You will be required to answer the Dermatology telephone lines to assist with new referrals and patient queries, full training and support will be given for this. As your training progresses, you will have shared reception administration duties and work towards having a workload of your own. The ability to be able to work as part of a team but also manage your own workload and multitask is essential for this role.
Produce accurate and professional letters for the service, including ensuring all actions as stated in the clinical letter are completed as relevant. This may involve arranging a follow-up appointment, referring on to another provider or in-house for an investigation or simply informing the referring GP the patient has been discharged. Effectively and timely manage the typing generated by the specialist clinics and ensure all typing is managed within IG guidance and policy. Ensure all appropriate documentation is completed for the discharge process and that notes are scanned onto the Patient Information System (S1), following discharge Liaise closely with clinical staff regarding patient letters, to ensure effectiveness of the service, including histology dictation and matching of reports to patient files Answering telephone calls and taking messages for clinical and management staff and ensuring forwarding in a timely manner.
To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system. You are responsible for ensuring patients receive timely and clear instruction with regard their appointment date and time including direction to the centres and any patient information leaflets as relevant As part of a team you are also responsible for operating appointments via the choose and book system, making appointments at the time of the phone call whenever possible To provide general office duties such as filing, post distribution and photocopying as relevant to your clinic areas and as part of a team of staff providing a general admin function To provide cover during staff absences and other times of pressure on colleagues workload and handover effectively to colleagues before your planned absences ie annual leave To answer the telephone as part of a team of staff, picking up general enquiries in relation to various service areas Ensure patients are registered on System1 and case loading into service To efficiently deal with tasks Registering and booking patients: patient contact, telephone queries, face to face queries. You are responsible for chasing results and linking to patient notes Ensure reports are scanned onto patient records.
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Receptionist / Administrator
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