Part-Time Receptionist

at  Blackrock Health Hermitage Clinic

The Hermitage Clinic is a private hospital providing a full range of medical and surgical care across a broad spectrum of specialities. The Reception provides a range of administration and hospitality services and this role is important in making a significant contribution, developing and maintaining best practice for the Hospital.

REQUIRED SKILLS & COMPETENCIES

• Leaving Certificate or equivalent
• Receptionist or similar relevant experience
• Experience in Customer Care / Operating Telephone System/Switch
• Accuracy/attention to detail
• Ability to multi-task with excellent organisational / time management Skills
• IT Skills - HR systems and MS Office
• Problem solving/solutions focused
• Planning and organising skills
• Flexibility/adaptability
• Proactive/Can do attitude
• Attention to detail
• Communication and interpersonal skills
• Team player

We are seeking a Part-Time Receptionist to work 20 hours per week. The role is responsible for the provision of professional reception service. As a key member of the frontline team, the Receptionist will demonstrate a professional and engaging style and facilitate effective communication with colleagues in the hospital. The position requires a collaborative and supportive approach to the development of services and structures, embracing continuous quality improvement and the implementation of changes necessary to achieve organisational objectives.

Key responsibilities:

• Ensure that all contact with patients, clients, staff and visitors are courteous and professional and the service delivered meets with the agreed expectations.
• Provide a range of administration duties including accurate updating of postal records,
• Respond to enquiries in a helpful manner directing clients to the right source. This encounter may be on the telephone or “face-to-face”.
• Use the computer system, Meditech, for running various reports and locating patients for visitors.
• Ensure that patients are provided with the appropriate forms and fully briefed on what sections are required to be completed prior to registration.
• Ensure that the patient’s visit and interaction is carried out with minimum delay. (I.e. keep patients appointments on schedule by notifying admissions of patient’s arrival, reviewing service delivery compared to schedule.)
• Comfort patients by anticipating their anxieties, answering questions swiftly, confidentially and with empathy whilst maintaining the Reception area.
• Perform end of day account function ensuring that excess cash above the daily float is lodged and transaction records are maintained and ready for submission to the Finance Department.
• Assist with communication in emergency situations as set out in the emergency response protocol.
• Assist patients in distress by responding to emergencies, e.g. To answer the Cardiac phone as the number one priority when it rings and to swiftly establish the area in need of assistance and launch the emergency message to the cardiac bleeps.
• Protect patient’s rights by maintaining confidentiality of personal and financial information.
• Be competent to cover all shifts and shift specific duties, using your own initiative to solve unusual requests/queries.
• Prepare the Reception desk for the next day, running all necessary reports and have a full stock of supplies.
• Keep reception desk tidy and alert housekeeping to any housekeeping issues in the Atrium.
• To be able to navigate seamlessly through files and folders on the shared drive to find information swiftly.
• Effective communication of any outstanding issues to colleagues at end of your shift / start of rest break.
• In the instance of any problems with our telephony / computer systems, reporting this to the ICT helpdesk or ICT on call if necessary.
• Assimilate knowledge of all processes and procedures regarding the main reception desk.
• Ensure all Visitors/Contractors, Agency Nurses/HCAs sign in/out appropriately.
• Order all transport (taxis/couriers) and logging details in log books.
• Ensure all items left for collection are logged in and out.
• Liaise with the offsite medical records management company to request charts out of hours.
• Fill in adverse occurrence forms for any near misses, actual occurrences or complaints as required.
• Maintain operations by following policies and procedures; Reporting needed changes.
• Contributes to team effort by accomplishing related results as needed.
• Promote a patient centred culture of openness and responsiveness to positive and constructive patient feedback and ensuring patient dignity, respect and choice is maintained in their care.