Medical Receptionist/administrator

2 weeks ago

Penarth, United Kingdom Acorn Healthcare Full time

**JOB DESCRIPTION**

**JOB TITLE: MEDICAL RECEPTIONIST/ADMINISTRATOR**

**REPORTS TO: KATIE GREGORY/NISHA KERAI**

**HOURS: VARIABLE AS PER CONTRACT (Approximately 20-30 hours per week TBC upon successful employment)**

**Please note that this role includes both evening and weekend work and requires the post holder to be flexible providing holiday and sickness cover, where necessary. Evening and weekend work will be a requirement in staff contracts. Opportunities and expectations to complete overtime will be required, where necessary.**

**Job summary**:
The post holder will provide a high quality and responsive reception service to all patients ensuring that the busy reception runs efficiently and in accordance with the practice requirements. The post holder will provide a reception service for all clinicians covering each of our services including Acorn Sports Podiatry, Acorn Ultrasound, Acorn Aesthetics, Acorn Chiropractic, Acorn Private GP, Acorn Surgical & Acorn Private Clinic as a whole.

**Job responsibilities**:
General Duties
- To make appointments either in person or on the telephone; take deposits for the services that require them, either over the phone or in person; rearrange and cancel appointments and deal with enquiries for all Acorn clinics.
- Liaise with relevant clinicians regarding enquiries surrounding their specific clinics and ensure potential and existing patients are kept informed and queries are dealt with efficiently.
- To greet and book patients in when they arrive for an appointment, providing a helpful and friendly service to all Acorn patients and visitors.
- Ensure that the reception area is kept clean and tidy and feels welcoming when patients and visitors arrive.
- Use a number of different clinic software systems in line with Acorn policies and procedures.
- Ensure all of the correct mandatory forms are completed by patients prior to their appointments.
- Inputting information from patient’s forms into the relevant files using clinic software and uploading the documents to the necessary files and/or software.
- Advising patients of relevant charges for private services.
- To comply with the practice procedure for the registration of new and existing patients.
- Photocopy notes and other information as required, also ensuring that there is a sufficient amount of paper versions of forms available for each clinic during each day.
- To ensure patient records are kept up to date (e.g patients who are deceased).
- Comply with the companies’ confidentiality policy and ensure that GDPR procedures are followed at all times.
- Ensure all instruments are regularly sterilised during the day and at the end of the day so there are enough to go around each of the practitioners.
- Ensure specific trays are made up for certain appointments (e.g. verruca needling/nail surgeries).
- Following practice policy for cleaning protocol of clinical rooms, reception area and toilets before the end of each day.
- To have a thorough knowledge of all practice policies and procedures and maintain them at all times.
- To send letters to patients/practitioners as and when necessary.
- To undertake stock takes on a monthly basis as and when required according to the reception tasks rota.
- Undertake daily, weekly, fortnightly and monthly cleaning tasks as required by the rota.
- Ensure the retail stock area is kept tidy and fully stocked.
- Create and post/schedule content for marketing and social media purposes (e.g. photos, videos, leaflets, business cards etc.
- Replenish the stock in clinic rooms as and when required according to the reception tasks rota.
- Provide overtime cover for other team members during their absence, including pre-booked holidays and last minute sickness cover.
- Ensure that the building is completely secured at the end of each day (e.g. doors locked, lights off, external healing appliances turned off, alarm activated)
- Setting up reception before the clinic opens, to prepare for the day ahead.
- To liaise with the director when required and follow instructions from them when necessary.
- Ensure any new patient queries are dealt with in a friendly and efficient manner and potential new patients converted to bookings.
- Utilise the systems in place to log any DNA patients, cancellations or deposits paid in line with the practice policies and procedures.
- Pack, post and receive parcels when required to do so.
- Occasionally chaperone and assist ultrasound clinics/surgical procedures as per the business requirements. Full training will be given.
- Creating, editing and sending of invoices for all clinics, where necessary.
- Be responsible for the daily float and cash up at the beginning and end of each day
- To undertake regular training to ensure that you meet the requirements of the job role as the business grows and to ensure that you are continuing to develop professionally.
- To undertake any other duties as deemed appropriate by the Practice.
- Liaise with other healthc

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