Clinical Services Receptionist/Administrator (Dual Role)

• Primarily this role involves dealing with patient enquiries over the telephone and face-to-face. Booking appointments for all clinics and ensuring the smooth day-to-day running of all clinics.
• Managing the day-to-day running of the busy services by ensuring that all referrals are actioned and booked into available clinics.
• Liaising with a variety of clinicians and solving any issues they face to ensure the best possible patient experience throughout the day.
• Managing the appointment screen and filling any empty/cancellation slots wherever possible.
• Preparing the clinic rooms each morning for clinicians, ensuring they have the necessary paperwork to carry out their clinic on the day.
• To send reports to external practices following clinics to ensure the patients registered GP is informed of the appointment outcome in a timely manner.
• To assist patients with tubing and maintenance of hearing aids where possible.
• Making sure the theatre and clinic rooms are clean and tidy following the departure of the clinician.
• Retrieving information from the E-Referral booking system, booking appointments for a number of clinics and downloading referral letters.
• Taking delivery of various items of stock and storing in the fridges or appropriate secure environment.
• Managing any patient related tasks forwarded to the clinical services reception team by clinicians.
• Working with various clinical IT databases.
• Monitoring the clinical services team email inbox to ensure that any incoming referrals to in-house clinics are actioned promptly.
• Acting on ad-hoc tasks and helping with projects set by the Clinical Services Manager / Deputy Clinical Services Manager to meet the needs of the ever-changing NHS initiatives.
• Pulling and filing notes for patients seen within our cataract service over the weekend.
• Moving equipment to facilitate clinics.
• Collecting the post each morning and afternoon.
• Be familiar with Whitstable Medical Practice protocols and take part in their regular updating.
• Other duties as per doctors instructions as dictated by changes in the nature of the Whitstable Medical Practice.

• Responsibility for recording the activity data for services as required and ensuring they are kept up-to-date, to be submitted by the 10th day of each month to allow for invoicing.
• Assisting with the moving of equipment and setting up of rooms for clinics.
• Managing the appointment screen and filling any empty/cancellation slots wherever possible.
• Ordering equipment and stock for the differing services upon request from the relevant service lead.
• Working with various clinical databases.
• Booking both routine and urgent appointments for all services, specifically Ear, Nose and Throat, Dermatology, Cataract and Ophthalmology clinics.
• Retrieving information from the E-Referral booking system, booking appointments for a number of clinics and downloading referral letters.
• Other duties as per doctors instructions as dictated by changes in the nature of the Whitstable Medical Practice.

• In-house phlebotomy
• X-ray
• Ultrasound
• DVT diagnosis and treatment
• Minor Injury Unit
• Dermatology including our award-winning QiC Team of the Year
• Echocardiography
• Ophthalmology
• Gynaecology
• LSI
• Minor surgery
• And many, many more ...

Essential

• Previous experience of working in a primary care setting or NHS.
• Previous experience of reception and administration work.
• Experience of working in a customer service environment.
• Experience of working as part of a team.

Essential

• Accurate, thorough attention to detail.
• Ability to communicate effectively with people at all levels by telephone, email and face to face.
• Excellent organisation skills with the ability to work to tight deadlines.
• Proven IT skills including the use of Microsoft office, and other software packages.
• Ability to keep calm under pressure.
• Tact, diplomacy and sensitivity.
• Ability to deal with sensitive issues and maintain strict confidentiality.
• Ability to problem solve and use initiative.
• Reliability and flexibility.