Receptionist & Support Administrator

Job overview

An exciting opportunity has arisen within the Dermatology Directorate for Two full time, Band 2 Receptionist/Support Administrators to join the nursing  and clerical teams based at Rowan House.  Both posts will be 37.5 hours a week working Monday to Friday covering shifts on a rotational basis to ensure that the unit is manned from 08:00 to 17:15 (08:00 to 16:00 and 09:15 to 17:15).

We are looking for two enthusiastic, capable and motivated individuals to join our team. The post-holders will be working closely with clinical and administrative colleagues to ensure tasks are completed to a high standard to ensure the smooth running of the service.

The successful candidates will be responsible for providing a comprehensive reception and support service within the Dermatology Unit  as well as booking and prepping all nurse led clinics in the area.

The post will provide a wealth of opportunities to expand and develop. The role is demanding and interesting and will require someone who is flexible and able to work well within a busy environment, has attention to detail, the skills to manage a variety of tasks to meet deadlines within the service. The ideal candidates must have a flexible ‘can do’ attitude and the ability to use their own initiative with excellent communication, interpersonal and IT skills.

Main duties of the job

Ensure effective communication with all members of the Dermatology team.

Ensure that all administration processes are dealt with in accordance with Trust Waiting list policies.

Required to cover for other colleagues during annual leave/sickness or peak workloads.

Ensure that appropriate clinic follow up is actioned as appropriately, i.e. outpatient appointments, investigations, add patients to waiting list.

Ensure a clear understanding surrounding data quality, data protection, case note handling and IPM.

Trace notes back to central library and check all outcomes after the clinic letters have been typed. Transfer notes to boxes for transportation.

Book and prep nurse led clinics. Locate notes required for clinics.

Transport notes around the Department using trollies as required.

To receive and co-ordinate patients telephone queries with the appropriate member of nursing/ medical staff. This is vital as the unit has daily telephone queries from patients on systemic drugs etc.

Assist with the In Touch system ensuring Health professionals complete the outcomes, and that patients/ carers are made aware of any delays in clinics, updating the information on the In Touch board. Assisting patient with the check-in on the In Touch system

To take additional roles as requested ie, Fire warden, Dementia friendly contact person.

Detailed job description and main responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

Ensure effective communication with all members of the Dermatology team.

Ensure that all administration processes are dealt with in accordance with Trust and MOD Waiting list policies.

Required to cover for other colleagues during annual leave/sickness or peak workloads.

Ensure that appropriate clinic follow up is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list.

Ensure a clear understanding is obtained surrounding data quality, data protection, case note handling and IPM.

Trace notes back to central library and check all outcomes after the clinic letter have been typed. Transfer note to boxes for transportation to Records library.

Book and prep nurse led clinics when required. Locate notes required for clinics.

Transport notes around the Department using trollies as required.

Assist with gathering of data; i.e, chest x-ray results, blood results for patients attending clinics.

To receive and co-ordinate patients telephone queries with the appropriate member of nursing/ medical staff. This is vital as the unit has daily telephone queries from patients on systemic drugs etc.

Assist with the In Touch system ensuring Health professionals complete the outcomes, and that patients/ carers are made aware of any delays in clinics, updating the information on the In Touch board. Assisting patient with the check-in on the In Touch system

To take additional roles as requested ie, Fire warden, Dementia friendly contact person.

COMMUNICATIONS & WORKING RELATIONSHIPS

• Directorate Management team
• Matron
• Consultant/ Medical Staff
• Other Directorate Administrative staff
• Ward staff
• Theatre staff
• Anaesthetic Administration
• Outpatient Staff
• GPs and Practice Nurses
• Patients & relatives

OTHER

Reception Duties

• Compile and sort clinic attendance sheets.
• To receive and welcome patients to the Department and direct them to the appropriate waiting area after the patient has booked in via the electronic system.
• Ensure the patients details are up to date on both the computer system and the patients notes.
• Make follow-up appointments according to consultant requirements and clinic booking rules.
• To ensure the patient is booked in via the In Touch system.
• To clear all queries daily generated on In Touch.
• Ensure ALL case notes are available for the clinic.
• Be polite and courteous when dealing with patients at all times.
• Transport all patients notes from reception to the clinical area during all clinics.

Appointments Duties

• Ensure all patients who fail to attend appointments (DNA’s) are managed in accordance with the Trust DNA policy
• Take appropriate actions regarding telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
• Adhere to correct clinic booking rules, ensuring any cancellations and reductions are put onto IPM.

This job This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines.