Receptionist/Clerk

Job overview

The post holder will assist in the provision of clerical support to the team members working within Sexual Health Clinics across Blackpool, Wyre and Fylde by undertaking basic office procedures under the direction and management of the Administration Manager to maintain an effective and efficient office system. Shift pattern will include working long days evenings and weekends.

This will include face to face contact with members of the public, checking clinic registration forms have been completed correctly i.e., date of birth, address, GP, telephone numbers etc.

Please note this role will not be eligible for sponsorship as it doesn't meet the minimum salary requirements for a skilled worker visa, therefore you must have appropriate right to work in the UK or your application will not be progressed to the next stage of Recruitment.

Main duties of the job

Monitor and co-ordinate incoming telephone calls for example to receive and relay messages, to provide basic information as per guidelines when making patient appointments. To provide non-clinical information in response to routine enquiries for example when to attend for an STI screen, a smear or a blood test. Dealing with enquiries and personal callers and re-directing medical/clinical enquiries to the appropriate medical/nursing staff.

Register electronically all patients who attend clinics, ensure all personal details are correct, issue a patient identifiable number and where necessary prepare a case file.

Detailed job description and main responsibilities

• Register electronically all patients who attend clinics, ensure all personal details are correct, issue a patient identifiable number and where necessary prepare a case file.
• Distribute condoms to people accessing the service requesting them who have been assessed previously as competent by nursing or medical staff following agreed protocols.
• Proactively raise awareness of the online postal pack direct patients to complete the forms as requested.
• Ensure waiting area is kept tidy and notice boards are kept up to date ensuring that there are adequate supplies of information leaflets available for clients.
• Monitor and co-ordinate incoming telephone calls for example to receive and relay messages, to provide basic information as per guidelines when making patient appointments. To provide non-clinical information in response to routine enquiries for example when to attend for an STI screen, a smear or a blood test. Dealing with enquiries and personal callers and re-directing medical/clinical enquiries to the appropriate medical/nursing staff.
• To manage patient appointments, letters etc using the Choose and Book system in conjunction with the dedicated software system ‘Lilie’.
• Maintain an effective filing system in a busy demanding environment.
• Maintain a photocopying service, circulating appropriate information/memos to all clinics as directed by the Management Team within the service.
• Ensure/check patients are texted, to remind them of their appointments in order to reduce the number of DNAs (did not attends) using Lilie SMS texting and bring to the attention of the Senior Receptionist/Administration Manager if texts are not sent.
• Record written basic information in client notes in a clear, concise manner for example recording in notes when a patient does not attend an appointment.
• Following diagnostic coding by medical/nursing staff, inputting and amending patient diagnosis codes and results onto the computer for statistical and audit purposes.
• To hand petty cash payments to the patient, or in the absence of the Administration Manager, secretary or Senior Receptionist to make petty cash payments to patients in accordance with the Trusts Standing Financial Instructions for example reimbursement of patients travelling expenses.
• Attend to mail, redirecting and distributing correspondence as required.
• Maintain adequate levels of administrative stationery in the reception area at all clinics.
• Liaise with other clerical and secretarial staff as necessary.
• To be vigilant and assist in security of patient case notes and the clinics locking up procedures
• Report any building issues to estates or relevant facilities management for clinic
• Ordering and distribution of supplies for all clinics as requested by nursing staff eg condoms, nursing supplies, disposable instruments, leaflets ensuring that adequate supplies are available and log book completed at all times.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.