Medical Receptionist

Job title:

Medical Receptionist

Company

The Dermatology Partnership

Job description

Job Title: Reception (Medical)Department: Reception / AdministrationLocation: Wootton, OxfordReports To: Practice Manager, Clinic SupervisorSalary: £26,000 dependant on experienceFull TimePURPOSEThe Receptionist is responsible for supporting the overall Reception and Administration function within the Clinic so that patients’ needs are met quickly, professionally and efficiently. They are a crucial part in the day-to-day running of the clinic, alongside The Dermatology Partnership and the Bookings Team.DUTIES AND RESPONSIBILITIESMain Responsibilities

• Run reception and set up Clinics as per Standard Operating Procedures.
• Check in patients on arrival and notify the Doctor when they arrive.
• Print Doctor’s Clinic schedules each day.
• Coordination of Clinic inboxes, manage all emails and respond within 48 hours.
• Book procedures and treatments as per Standard Operating Procedures.
• Ensure Clinic rooms are equipped and ready each day in the absence of the HCA.
• Work closely with the bookings team in relation to calls, appointments and general enquiries as per Standard Operating Procedures.
• Deal with Doctors queries/needs.
• Print prescriptions daily which need to be signed by Doctors on the same day and actioned accordingly.
• Understand all necessary admin to ensure patient letters/results are shared with the referring Doctor and/or GP via Clinic protocol.
• Chase labs/hospitals/pharmacies for results, reports, slides postage and information.
• Support Aesthetic and Nurse services fully with administrative duties as per protocol.
• Ensure an accurate audit trail around all patient documentation and communication.
• Financial understanding of self-funding and insured patients.
• Ensure the correct documentation forms are given to patients on arrival to fill out.
• Book follow-up or rescheduled appointments and invoice amendments.
• Understand the internal referral process and adhere to it.
• Cancel any appointments as directed by the Management team.
• End of day Clinic responsibilities regarding appointments as per Standard Operating Procedures.
• Complete accurate Consultant Referral and Charge sheets, and understand the consequences of incompletion or inaccuracy.
• Manage referrals prior to contacting patients to reduce potential occurrence of incidents/mistakes and to ensure good customer service.
• Take deposits for new bookings, payments and process refunds.
• Manage post – letters needing printing and posting on a daily basis.

Patient Journey

• Delivering an efficient and professional first-class patient experience.
• Promoting high standards of clinical care to all of our patients regarding any complaints received and forward to the relevant Manager.
• Knowledge of patient needs to ensure the patient is booked in with the most appropriate Doctor on the date of their choice.

Information Technology

• Support operational changes in relation to anything that affects the admin functionality.
• Ensure all relevant communications and data are updated and recorded accurately.
• With the Practice Manager, ensure IT systems and processes are robust and have minimal down time.
• Continually assess ways that IT systems could improve the service to patients and improve the efficiency of the department.

Health and Safety

• Take reasonable care of your own Health and Safety and that of any other person who may be affected by your acts or omissions at work.
• Co-operate with the TDP in ensuring that statutory regulations, codes of practice, local policies and departmental health and safety rules are adhered to including risk assessments, accident reporting and investigation.
• Ensure that initial Health and Safety instruction is provided during the induction of new employees.

Confidential Matters

• Ensure that you are familiar with and adhere to TDP policy and procedures on Information Governance. This includes disclosure of information, records management and management of confidential information
• Always maintain patient confidentiality.
• Ensure accurate record keeping as per Clinic Processes.
• Answer telephone calls courteously, relay messages accurately and promptly, and answer general enquiries by visitors.

Professional Standards and Performance Review

• Participate in statutory and mandatory training as appropriate for the post.
• Maintain consistently high, personal and professional standards and act in accordance with the relevant professional code of conduct.
• Take responsibility for the maintenance and improvement of personal and professional competence and to encourage that of colleagues and subordinates.
• Participate in appraisal processes including identifying performance standards for the post, personal objective setting, and the creation of a personal development plan in line with outline for the post.

SafeguardingWe all have a personal and a professional responsibility to identify and report abuse which may be known, suspected, witnessed or have raised concerns. Early recognition is vital to ensuring the patient is safeguarded; other people (children and vulnerable adults) may be at risk. The procedures must be implemented whilst working in partnership with the relevant authorities. The Sharing of information, no matter how small, is of prime importance in safeguarding children, young people and vulnerable adults.As an employee you have a responsibility to ensure that:

• You are familiar with and adhere to Safeguarding procedures and guidelines.
• You attend safeguarding awareness training and undertake any additional training in relation to safeguarding relevant to your role.

Equality & DiversityThe post-holder will support the equality, diversity and rights of patients, carers and colleagues; acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation. All practice employees must respect the privacy, dignity, needs and beliefs of patients, carers and colleagues and behave in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.Additional DutiesThis job description is intended to be a guide and will be subject to review/change. Changes made following consultation with the post holder.INFORMATION GOVERNANCETDP is committed to compliance with Information Governance standards to ensure that all information is handled legally, securely, efficiently, and effectively. You are required to comply with the Information Governance policies and standards. Failure to do so may result in action being taken in accordance with TDP Disciplinary Procedures.Confidentiality and SecurityDuring your employment, you will come into contact with confidential information and data relating to the work of the clinic, its patients and employees. You are bound by your conditions of service to respect the confidentiality of any information you may come into contact with. You also have a duty to ensure that all confidential information is held securely at all times, both on and off site.Disclosure of InformationThe unauthorised use or disclosure of information relating to the Clinics activities or affairs, the treatment of patients or the personal details of an employee, will normally be considered a serious disciplinary offence which could result in dismissal. Upon leaving the Clinics employment and at any time thereafter, you must not take advantage of or disclose confidential information that you learnt in the course of your employment. Unauthorised disclosure of any of this information may be deemed as a criminal offence. If you are found to have permitted the unauthorised disclosure of any such information, you may face legal action.Information Quality and Records ManagementYou must ensure that all information handled by you is accurate and kept up-to-date and you must comply with the recording, monitoring, validation and improvement schemes and processes.CANDIDATE PROFILEAcademic/Vocational QualificationsExperience

• High-end healthcare service experience.
• Knowledge of patient database systems.
• Competent with Microsoft Office software.
• Understanding of clinical and pricing documentation.

Skills and Qualities

• Excellent oral and written communication skills.
• Passion for patient care and delivering an effective service.
• Numeracy and administrative skills.
• Organisational and time management skills.
• Demonstrates a professional, confident and calm approach.
• Self-motivated and able to motivate others.
• Ability to work independently and as part of a team.
• Eye for detail to ensure there are no clerical/fee errors.
• Ability to multi-task and problem solve.
• Works to well established routines/procedures.
• Able to develop and maintain positive and professional working relationships with all staff and patients.
• Reliable attendance and timekeeping.

Perks

• Birthday Off
• Perkbox

TDP PURPOSEOur purpose is to deliver expert Medical, Surgical and Aesthetic skincare, supporting each patient on their individual journey.Our GoalBy 2025, we will be recognised as the UK’s leading independent provider of clinical dermatology, attracting the best clinicians and support teams.Our ValuesWe care for our patients and colleagues by supporting, understanding, and valuing each other in our friendly clinics.We Are One TeamTeamwork is key to our success; we operate with trust, respect and support. We recognise and celebrate great performance.We Take Pride in What We DoWe are proud of our clinical excellence, our people and the professional services we deliver to our patients.We Are InnovativeWe are flexible, agile and adaptable, encouraging everyone to have a voice in shaping our services now and for the future.We Love What We DoWe have a culture where we love our jobs and are committed to making a difference to people’s lives.Founded in 2018, The Dermatology Partnership is a growing group of private clinics who are trusted experts in dermatology. We transform peoples’ lives by providing outstanding dermatology care.

Expected salary

£26000 per year

Location

Oxford

Job date

Sun, 09 Mar 2025 03:56:47 GMT

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