Receptionist/administrator

1 month ago

London, United Kingdom The Battersea Clinic Full time

**Company description**

Premium medical and and surgical clinic, specialising in plastics and reconstructive and eye surgery, incorporating aesthetic clinic and retail offering and day case surgical facility for patients categorised as low anaesthetic risk.

**JOB DESCRIPTION**

**JOB TITLE: Receptionist/Administrator**

**Job Summary**: It is the responsibility of each receptionist to assist in the smooth running of the Practice in general, and the reception area, and to project a positive and friendly image to our patients and other professionals who may contact us either in person or via the telephone. To facilitate patients accessing the clinical care provided by the clinic. To support the Clinical and Operations Teams in providing that care. To act as first point of contact for anyone accessing the clinic.

**Working days**: Monday to Saturday

**Working hours**: shift pattern 7AM- 8PM

**Accountable to**: Deputy Clinic Manager

**Salary**: £25,000-£27,000 per annum

**KEY RESPONSIBILITIES**:

- To ensure that all visitors and telephone callers to the clinic are greeted professionally.
- To ensure all telephone calls are managed appropriately.
- To manage the flow of patients arriving at the reception desk, for appointments, prescriptions, or queries.
- To ensure the clinical staffs receive medical records as requested.

**KEY TASKS**:
**Reception duties**:

- Greeting and booking in patients for surgeries and clinics.
- Dealing with patient enquiries efficiently and courteously.
- The receiving and recording of telephone messages taking appropriate action.
- Making appointments on Pabau, by processing appointment requests for the day, future appointments from patients in person and on the telephone.
- Dealing with all telephone queries/requests from patients and acting as liaison with the Doctors/Nurses as necessary.
- Creating and filing medical records as necessary.
- Advising patients of relevant charges for private and insurance services
- Tidying treatment room after clinics, ensuring premises are kept tidy between visits from the cleaning staff, tidy and sort magazines and leaflets, discarding old and damaged items as necessary.
- Collection of food orders from nearby restaurant at 10am on surgery days.
- Reception duties, such as, purchasing of milk and other essential items needed for clinic.
- Tesco orders for drinks and other consumables needed.
- Receive deliveries, check orders against packing notes and move to relevant place, ie fridge or storeroom.
- **Administration duties**:

- To have a thorough knowledge of all practice policies and procedures
- To work in accordance of written protocols
- Provide administrative support for clinical staff.
- Filing patient records and correspondence when necessary.
- Opening and distribution or practice post.
- New patients following the Registration Protocol to include medical assessment questionnaires.
- Scanning of documents onto the medical system.
- All scanning should be cleared daily.
- Photocopying of notes and other information (in reception this includes ensuring enough forms are printed or photocopied: consent forms, appointment card, change of details etc.).
- Changing details on Pabau i.e. Change of address, telephone numbers etc.
- Cover for other team members may be required for sickness and annual leave.
- Ensuring building security/premises at the end of the day and ensure the building is totally secured, internal lights off and alarm activated.
- To carry out any other duties agreed between employee and the practice to ensure the smooth running of the business.
- To update the payment spreadsheet at the end of each day.
- To send menu to patients for post-surgery meal for the following week, obtain the requests and pass on to Operational admin department.

**Salary**: £25,000.00-£27,000.00 per year

**Experience**:

- Administrative: 3 years (required)

Work Location: In person

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