Receptionist Endoscopy, KGH

at  Worcestershire Acute Hospitals NHS Trust

Post Title: Receptionist Pay Band: 2 Hours: Full Time 37.5 Hours Monday Friday, 10:00 18:00 Location / Department: Endoscopy, Kidderminster Hospital and Treatment Centre Accountable to: Directorate Manager Reports to: Admin Team Leader / Endoscopy Directorate Support Officer / Endoscopy Directorate Support Manager Key Working Relationships: Internal: Endoscopy Team Leader, Endoscopy Directorate Support Officers, Endoscopy Directorate Support Manager, Endoscopy Directorate Manager, medical secretaries, clinicians, nursing staff, porters, Endoscopy Booking Co-ordinators. External: Patients and the general public. Job Purpose: To work as part of the Endoscopy Admin Team assisting with the smooth and efficient running of the Reception within the Endoscopy Department. To provide accurate, timely information to assist Clinicians and nursing staff in good management of their Endoscopy lists.
To ensure the confidentiality of all patient information and Trust business. To meet and greet patients on arrival to the endoscopy units. Key Duties: Post holders must be able to work on their own initiative when carrying out their usual duties. Supervision is available as required.
To ensure that there is good communication between the Reception and the clinical team so that the department runs smoothly. To ensure that all patients are received and clerked in appropriately to the Endoscopy department, in a courteous and professional manner. The post holder is often the first point of contact for the majority of patients. To ensure that patients demographic details are always kept up to date on the PAS system, by checking personal details such as name, address, telephone number, ethnic origin, #Call Me and GP.
Ensure patient event notes and referral forms are available where necessary. File patient notes following procedures according to best practice. To use the Patient Administration System (Allscripts) and Endoscopy Management System (EMS) to admit patients for their procedure on arrival. To respond to office queries, nursing queries and patient queries as appropriate, seeking advice where necessary.
To receive telephone calls in a friendly, professional manner, assisting caller where possible and directing caller to correct area. To ensure that the nursing staff are aware of arrivals for clinics, either by telephone, PAS, EMS, and the availability of case notes. Complete pre-assessment preparation at the end of each day. Using the information on the endoscopy report or agreed protocols, ensure that the outcome of the procedure is recorded accurately and immediately on PAS.
Using PAS, ensure follow-up procedures are added to the waiting list as per report request. Liaising with Booking Team to ensure that all patients that require follow-up within 12 weeks leave the department with their appointment details. To send reports to GPs and Consultants. Complete End of Day report to ensure all patients have been captured and outcomed appropriately.
To ensure that routine enquiries from patients about their appointments such as postponing, cancelling or rearranging are all dealt with professionally and immediately. To ensure that Ambulance control and the porters are informed of any passengers waiting transport / transfer and advise patients of how to book transport for their next visit. To open and distribute post that may come to the department. To ensure that patients who did not attend are dealt with according to Consultants instructions or agreed protocols.
Telephone patient and email Booking team for follow-up appointment if required. To ensure that an up to date endoscopy list is available for the clinical and nursing staff. To add patients to the appropriate waiting list ensuring all information is accurate and up to date to assist the endoscopy booking co-ordinators. Liaise with clinical staff in endoscopy to ensure that a quality service is provided to patients and to ensure that nurses are kept fully informed of any general messages or issues regarding appointments or patient concerns.
In exceptional circumstances where clinical staff are unable to arrive for the clinic, support the booking team and nurses with cancelling patients by telephone at the last minute. In advance of the start of the clinic, ensure that the endoscopy team leader is notified of any problems regarding missing casenotes or referral letters. On occasions, support the team leader by requesting notes / letters from the GPs or Departments. Ensure computer, printer equipment and stationery is available and effectively working, reporting any faults or problems to the endoscopy team leader.
Work flexibly within normal clinic hours to ensure that the clinic is covered at all times and never left unattended. Notify the team leader of any foreseen problems that will affect the smooth running of the department. To show new staff how to carry out the basic reception duties and the processes specifically required for the named reception area. To undertake training to become familiar with, and competent in current Reception Service procedures and practices, to provide an effective, efficient, courteous, high quality patient access service.
This will include recording data and maintaining data quality on manual and computerised systems in accordance with agreed policies and procedures. Carry out any other duties, within the grade, as requested by the admin team leader / service support manager

Please refer the Job description for details