Clinical Reception and Administration Specialist

4 weeks ago

Nottingham, Nottingham, United Kingdom Nottingham University Hospitals NHS Trusts Full time

Position Overview

Role: Clinical Receptionist and Administrative Coordinator

Vacancy: Full-time position available within the Antenatal Service.

We are seeking a dedicated individual who is passionate about delivering exceptional patient care and safety. A flexible approach to work and the ability to collaborate effectively within a multidisciplinary team is essential.

Strong organizational abilities are required to manage workload efficiently. Proficiency in computer systems is crucial, as training will be provided for Medway PAS, Medway Maternity, and other relevant hospital systems. Excellent communication skills and a professional telephone demeanor are necessary.

Professional conduct is expected in this role.

Applicants should possess a strong command of the English language, with the capability to accurately interpret and convey both verbal and written information. A motivated and reliable attitude, along with a commitment to confidentiality, is essential. The ability to prioritize tasks while maintaining a patient-centered focus is critical.

Key Responsibilities

In addition to the responsibilities outlined below, candidates are encouraged to review the complete Job Description and Person Specification documents associated with this position.

As the first point of contact for patients, you will ensure that all individuals attending for appointments, whether for scans or consultations, are treated with respect and professionalism, ensuring a positive experience. Responsibilities include:

  • Booking follow-up appointments, verifying patient information, and addressing inquiries.
  • Providing exceptional customer service and maintaining a courteous demeanor in all clinic administration tasks.
  • Managing all aspects of patient appointment administration, including retrieving patient records, organizing clinic schedules, and handling telephone inquiries from both the community and patients.

About Nottingham University Hospitals NHS Trust

As one of the largest employers in the region, we play a vital role in promoting the health and well-being of our community. Our commitment to research, education, and innovation is paramount.

Join our diverse team at Nottingham University Hospitals NHS Trust, where we value new ideas and strive to enhance our services to provide world-class healthcare to our extensive patient population. We offer numerous opportunities for personal development, aiming to transform your role into a fulfilling career.

We particularly encourage applications from individuals who identify as Black, Asian, and Minority Ethnic, or Disabled, as we are committed to improving representation within our workforce.

Job Duties

Responsibilities include:

  • Preparing patient records in accordance with Trust Standard guidelines and key performance indicators.
  • Photocopying and scanning documents as required.
  • Utilizing electronic booking systems to arrange necessary transport.
  • Addressing inquiries from staff and the public, providing guidance or referrals as needed.
  • Accurately recording RTT patient data in a timely manner.
  • Printing and dispatching appointment confirmation letters along with relevant information leaflets.
  • Staying informed about available peripheral services, including transport and interpreting services.
  • Managing incoming mail efficiently and appropriately.
  • Competently using hospital IT systems and participating in training programs to enhance personal skills.
  • Maintaining a professional and courteous demeanor at all times.
  • Performing additional duties as required.

Ensure clinic lists are printed in advance and patient details are verified upon arrival, maintaining confidentiality at all times.

Utilize Medway PAS or other relevant systems to schedule follow-up appointments as directed by medical or nursing staff.

Record clinic outcomes accurately on the same day and notify the Outpatient Coordinator of any patients who do not attend their appointments, following departmental policies.

Maintain a tidy and safe working environment, reporting any hazards promptly.

Be prepared to travel between sites as necessary.

Qualifications and Experience

Essential:

  • Educational qualifications equivalent to O'Level, GCSE, or similar, including Mathematics and English.
  • Experience with Microsoft Office applications.
  • Proven experience in a receptionist role.
  • Strong customer service skills and ability to work effectively in a team.

Desirable:

  • Experience in a hospital clinic reception environment.
  • Familiarity with hospital IT systems, particularly Medway PAS.
  • Knowledge of 18-week RTT processes.

Communication Skills

Essential:

  • Ability to communicate clearly and effectively.
  • Capability to build strong working relationships.
  • Team collaboration skills.

Analytical and Judgment Skills

Essential:

  • Ability to exercise judgment and seek advice when addressing patient inquiries.
  • Understanding of confidentiality principles.
  • Ability to adhere to Trust Policies and Guidelines.

Planning and Organization

Essential:

  • Demonstrated ability to plan and organize routine tasks.
  • Capability to manage time effectively and prioritize tasks.
  • Ability to work within designated Standard Operating Procedures to ensure consistent practices.

Physical Skills

Essential:

  • Ability to stand or walk for extended periods.
  • Proficiency in using a computer and keyboard for prolonged durations.
  • Willingness to travel between sites and adapt to flexible working hours as needed.

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