Dental Receptionist

The Cwm Taf Morgannwg UHB Community Dental Service (CDS) is currently looking to appoint 2 Dental Reception/Administrators on a permanent contract. The role will be based in an office environment. These are part time posts of 22.50 hours per week over 3 days.

The post holder will be expected to provide comprehensive administrative and secretarial support to the CDS management team. To facilitate the delivery of the CDS services and to enable it to function effectively and to support the expansion of this service. This will involve taking telephone calls from patients, undertaking administrative and clerical duties to assist with the co-ordination and day to day organisational processes to ensure effective teams and safe delivery of services. The collection of data to present comprehensive reports is essential for the role.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

The CDS is one of the largest salaried services in the UK with over 120 staff providing a diverse range of treatment to a widely dispersed population within South Wales. Dental care is provided from 10 fixed clinics and mobile dental units to patients north of the M4: The Directorate serves the valley communities in the Merthyr Tydfil, Rhondda Cynon Taf and Bridgend.

The range of treatment provided includes sedation, special care dentistry, paediatrics, General Anaesthesia, Access, Domiciliary visits and orthodontics. The CDS also runs the Welsh Government oral health improvement initiatives, Designed to Smile and Gwen am Byth and epidemiology surveys in these areas.
- To provide front line services to all patients, staff and visitors.
- Undertake general clerical/reception duties such as answering the telephone, either dealing with the query or referring to an appropriate member of staff.
- Deal with general queries and recognise when issues are more complex and require referral to other members of the Healthcare Team.
- Add patient details to the appropriate booking system or waiting list.
- Ensure dental records/notes are available for the appropriate Dental Officer.
- Liaise with all members of the Healthcare Team to communicate any necessary patient information.
- To receive and record transactions involving patient’s fees and take responsibility for the accuracy and security of all receipts at the start and end of each day.
- To manage all patient referrals and guarantee all appointments are booked on to the electronic system promptly and efficiently.
- To collect, input and provide data required for CDS reports.
- Ensure safe keeping of patient information during the course of the day and ensure any patient records are stored confidentially.
- To provide clerical support to the dental team including the use of Microsoft packages and computer software system.
- To complete all administration documentation to assist and support the clinical staff.
- To co-ordinate and record all laboratory work as appropriate.
- To undertake delegated duties in relation to the ordering, processing and maintenance of stationery stock.
- Maintain stocks of information leaflets and forms, contacting the appropriate source for additional copies.
- Photocopy dental records and results as required.
- Maintain patient records to ensure information is accurate and up to date for future reference and complies with GDPR.
- Organise own tasks/plans and prioritise workload.
- Dispose of confidential information in line with UHB protocol.
- Adhere to UHB policies and procedures.
- Comment on policies and procedures which effect own area of work.
- Have a duty of care in relation to all equipment.
- Participate in own performance appraisal, ensuring a personal portfolio is kept up to date.
- Demonstrate own duties and tasks to new starters.