Receptionist

MAIN DUTIES AND RESPONSIBILITIES Responsible for the reception of patients and visitors to the Outpatients Department and all reception duties concerned e.g. sorting post / filing / stock monitoring / photocopying / delivery checks. Responsible for the timely and accurate clinic management of appointments & waiting list on the Patient Administration System, implement time surveys on the waiting times of clinics as required and have a basic knowledge of medical terminology to allow further appointments to be arranged Responsible for registering new patients on the computerised Patient Administration System ensuring data is retrieved and recorded accurately as the information is fed to other systems within the hospital. Ensure patients, relatives; employers of and visitors to the Trust are greeted courteously and promptly upon arrival at the Trusts reception desk.
Responsibility for checking the location of patients using the Trusts computerised Patient Administration System Liaise with all departments within the Trust to resolve queries from visitors or telephone calls To generate and send out letters to patients inviting them to contact the department to make an outpatient appointment (Partial Booking), taking account of clinic rules, urgent/routine ratios, cancelled clinics and specified return timescales for review patients and if no response a letter is sent to the patients GP and the referral is cancelled from the Patient Administrative System to allow best utilization of outpatient clinic appointment slots and ensure no wasted capacity if patients do not respond. To receive telephone calls from patients in response to invitations sent by the department, booking appointments in accordance with consultant directives/clinic rules, timescales etc. and send Out Patient appointment letter to confirm these arrangements to allow patients to choose a date/time of appointment at their convenience (as per national guidance). To ensure that all appointments which require cancelling or amending are reallocated for patients.
Booking of transport for patients, where medically necessary, for future attendance. Identifying potential overseas visitors on arrival for outpatient appointments or admissions and inform overseas patient interviewer to ensure appropriate action is taken. Ability to work weekends and bank holidays on a rota system to cover fracture clinics and additional ad hoc clinics. To ensure that patients calling the Reception Departments are dealt with in a prompt, responsive and courteous manner at all times in order that patients are satisfied with the service provided by the Reception Team to ensure the Trust is portrayed in a positive manner.
To liaise effectively with patients, general practitioners, hospital staff and other professional bodies to ensure the smooth running of the department. Collate and report weekly any patients who cannot be booked within timescale per specialty. To ensure patient satisfaction and confidentiality is maintained throughout. To deal with distressed, abusive and/or complaining customers face to face and via the telephone.
Ensure all patients are provided with the family and friends questionnaire. To provide a service to patients and secretaries regarding requests/queries. To have a flexible approach to the department demands and to assist where appropriate in the provision of cover for other colleagues during sickness and holidays. To assist supervisor in the mentorship, training and development of new members of staff.
Able to work under pressure both supervised and unsupervised carrying out duties in accordance with departments Policies and Procedures ensuring quality standards are adhered to. Ensure all clinic attendances are completed on the Trust PAS System ensuring accurate recording or attendance outcome to facilitate tracking of 18 week RTT pathway. Record any day case activity which takes place in an outpatient setting on the Trust PAS system to facilitate tracking of 18 week RTT pathway. Ensure all procedures undertaken in outpatient clinic are accurately recorded to maximise income to the Trust.
Ensure all demographic information is collected and updated. Manage day case waiting lists.