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Clerk Receptionist Job Description
The Clerk Receptionist is an integral member of the team. He/she will be responsible for welcoming and directing patients onto the unit whilst ensuring that clinical staff have administrative support at all times. A fundamental aspect of this role is the ability to multi task under pressure.
Meeting and greeting private patients on arrival to the unit, directing them to the waiting or treatment area and acting as a receptionist to all visitors.
Answering the telephone and acting as telephone receptionist for the unit. This will include referring the caller to appropriate members of staff or taking messages accurately when necessary.
Obtaining patients’ case notes from Medical Records for the next day’s clinics. This includes assembling all documentation in preparation for new patients and attaching relevant sheets and investigation slips to the patient notes and drug charts.
Ensuring that relevant patient documents, forms and x-rays are available to medical and paramedical staff, liaising with the appropriate ward, medical secretaries or with staff from Medical Records Department whenever the documentation is not complete or available.
Ensuring the filing of any papers, clinical results and reports to patients’ case notes whilst on the unit and returning notes to Medical Records after clinics.
Filing all day care nursing records and ensuring that records are available for patients booked.
Booking patient appointments including follow-up clinic appointments and treatment slots in accordance with treatment schedules. This includes liaising with patients and medical staff and Day Care and ensuring that patients are informed verbally and in writing with an appointment card.
Ensuring department attendees are booked onto the computer accurately.
Arranging documentation as required, including photocopying and faxing as necessary.
Arranging patient transport when necessary in liaison with nursing and/or medical staff.
Delivering and collecting all items of equipment/specimens/drugs/x-rays etc. to and from the relevant departments. This will necessitate frequent errands to Pharmacy and the labs.
Delivering or faxing x-ray and other investigation requests as directed.
• Collecting all post/parcels from the Post Room and sorting and distributing it to relevant staff promptly.
• Delivering donations and appropriate forms to Finance/Cashiers Department as directed.
• Completing all repair requisition forms and checking that required work has been carried out.
• Photocopying all material as directed.
• Ordering and maintaining a good stock control of stationery for the Unit and storing it in an orderly, efficient fashion to ensure that all staff have access to supplies.
• Assisting in the orientation of new members of staff to the Unit and Hospital.
• Providing annual leave/sickness cover for ward clerks in the Private Outpatient department as well evening clinics
• Assisting in maintaining good communication between in-patient and out-patient services within Private Patients by liaising appropriately with the Private Patient Ward and acting as a link person where necessary.
• Undertaking any other duties deemed appropriate by the sister or team leaders to maintain the smooth running of the Unit.
2. FINANCE DUTIES
• Assist the Private Patient admission officers as required.
• The post holder has personal responsibility for safety as outlined in the Organisation’s Safety Policy and the Heath and Safety at Work Act 1974.
• This job description is a reflection of the present position and is subject to review and alteration in detail and emphasis in the light of future changes or developments.
• All information concerning patients and staff must be held in the strictest confidence and may not be divulged to any unauthorized person at any time, unless to do so is in the best interest of the individual. In this instance the post holder should be appropriately advised by a senior manager. A breach of confidentiality will result in disciplinary action in accordance with the Organisation’s disciplinary procedures and may lead to dismissal.
• Computer data should only be accessed if this has been authorized and is necessary as part of your work. Unauthorised access to computer data or helping others to access such data will result in disciplinary action being taken in accordance with the Organisation’s disciplinary procedure and may lead to dismissal.
• The post holder must abide by the requirements of the Data Protection Act (1984) at all times.
Good health/attendance record
Fitness for ward duties
Minimum of 6 months working in a healthcare environment
Understanding of working with patients who are critically and chronically ill
Special aptitudes and disposition
Good interpersonal skills
Good organisational skills
Ability to work as part of a team
Good communication skills
Patience and understanding of patients’ needs
Ability to work under pressure
Evidence of commitment to customer care initiatives
Awareness of patient confidentiality
Experience of working with computers
Flexibility to meet service needs