Receptionist

Job overview

Day of Surgery Admissions (DOSA) Unit and The Integrated Procedures Unit (IPU) has an exciting opportunity for a motivated and conscientious receptionist to join our admin team.

This role is for 22.5 hours, worked over 5 days, The DOSA admin team covers the Unit from 06:45 Monday to Friday and so you must be available to start at 06:45. IPU is closed on weekends and Bank Holidays. This is a great opportunity to achieve an excellent work-life balance, working part-time hours with your afternoons free, whilst being part of a dynamic, fast-paced clinical service.

Main duties of the job

• To provide a high quality, comprehensive administrative service to the IPU/DOSA staff, ensuring effective administrative & communication systems are in place to support efficient service delivery.  • To welcome patients & visitors to the Unit.  • To deal with general enquiries from patients, relatives, other hospital staff & outside agencies, taking appropriate action where required.  • To arrange transport for patients as needed. • To provide comprehensive advice to patients regarding appointments. • To answer queries promptly and courteously, taking appropriate actions according to the mode of enquiry or the information required.  • To book surgical clinic appointments.  • To record patient attendance on Careflow, CRIS or Theatre Scheduling systems in an accurate & timely manner.  • To prepare patient admissions lists & theatre lists. • To be responsible for scanning/filing relevant documentation into case notes after discharge.  •    To update hospital case notes tracking systems, ensuring the location of case notes is accurately recorded at all times.  • To work as part of the multidisciplinary team on IPU, prompting effective communication.  • To maintain cleanliness in the work environment in line with Trust and local health & safety policies.  • To regularly review working practices & develop and implement new ways of working.    • To identify areas for self-development & training within the Performance Planning and Development Review structure.

Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

    To welcome patients and visitors to the unit.     To provide reassurance to patients and relatives where necessary.     To deal with general enquiries from patients, relatives, other hospital staff and outside agencies, taking appropriate action where required.     To arrange transport for patients as required.     Provide comprehensive advice to patients regarding appointments.     To liaise with other hospitals/departments as required.     To use own initiative to resolve problems as they arise, eg cancellation of appointments.     To maintain patient confidentiality at all times.     To book surgical clinic appointments.     To record patient attendance on Careflow, CRIS or Theatreman Systems in an accurate and timely manner.     To be responsible for filing/scanning relevant documentation into case notes after discharge.     To be responsible for updating the hospital case note tracking system, making sure that the location of case notes is accurately recorded at all times,.     To work collaboratively with colleagues to ensure policies are adhered to.     To cross-cover all reception services within both IPU/DOSA, in accordance with service need and in the case of annual leave and sick leave.      To identify personal training needs and actively participate in the development of appropriate training sessions for ward receptionists. To attend training sessions run by the core Health Records team and other appropriate courses, as required.     To regularly review working practices and develop and implement new ways of working.     To attend staff meetings and read daily departmental communication.     To support the reception manager and unit manager to undertake a regular review to support more effective ways of working, when required.     To participate in regular audits of unit-based clerical activities.

Planning and organisational tasks / duties

Environment Support:

Responsibility for financial resources:

• Maintain cleanliness in the work environment in line with Trust health and safety policies.
• Welcome and orientate patients, visitors and others to the department and ensure that all communications result in effective customer care.
• Proactively help patients and carers to take an active role in care delivery.
• Demonstrate respect for the individual patient, ensuring religious, cultural and social needs are considered at all times and acknowledge their individual rights.  In all situations ensure consideration is made to the patients cultural background. Recognises people’s differences and act in a non-discriminatory way.
• Recognise and report abusive behaviour to an appropriate member of staff.  Document same Liaise, communicate and negotiate with colleagues to ensure co-operation in achieving departmental objectives, promoting good working relationships and establishing team spirit. Contribute to effective team working, by being fully involved, committed and participative to achieving full potential.
• Develop personal awareness of others perceptions, acknowledging and changing behaviour in response to any constructive feedback
• Adhere to Trust Uniform Policy at all times
• Attend all Mandatory training courses
• Demonstrates an agreed set of values and accountable for own attitude and behaviour.
• Maintain confidentiality with regard to patient information both at work and  outside of working hours.
• To be aware of and adhere to all policies including sickness and absence,  confidentiality, uniform and responsibilities under the Health and Safety at work act and be familiar with all risk assessments.
• To show respect for members of the team and endorse the department’s  philosophy of giving mutual support.
• To ensure all reception areas are clean and tidy.
• Support the nursing team to meet the cost savings for the department