Job summary
Dental Receptionist and Decontamination Support Worker, Permanent, Part Time
Hours: 15 hours (Monday & Tuesday)
Bases: Merlyn Vaz Health & Social Care Centre, Spinney Hill Road, Leicester, LE5 3GH &Westcotes Dental Clinic, Fosse Road South, LE3 0LP
Salary: £18,870 - £19,918 per annum (actual £7,548.00 - £7,967.20)
Do you want to make a difference? If so, why not consider a career with an award winning dentally led social enterprise?
If you see yourself as a caring, compassionate, flexible, and approachable person where you will be appreciated by patients and the team, then this is the place for you. Your good communication skills and effortless ways of making people feel at ease will be a real asset when providing day to day valuable support at these clinics
You will be based at Westcotes and Meryln Vaz Dental Departments, busy multi surgery clinics.
Main duties of the job
You will be responsible for providing reception and administrative support in our clinics and on occasion to assist in the decontamination and maintenance of dental instruments and equipment. Most importantly, we would like you to have a welcoming and upbeat approach and be a helping hand in the clinic for both employees and patients. Our clinical sessions run between Monday to Friday 8.30am – 5.00pm, Saturdays as and when required, and we will need you to be flexible in your approach to work. We will need you to work at other clinics, so car drivers are essential.
About us
Community Dental Services CIC is an award winning employee owned, social enterprise that delivers high quality, specialist community dental services across east and central England. Our vision is to work together to eradicate preventable tooth decay striving for health equality in our communities.
We are an inclusive and supportive organisation where employees can develop, learn and have an influence on how our organisation is run at all levels.
If you want to work as part of a highly experienced and specialised team where you will be appreciated by patients and colleagues and you see yourself as a caring, compassionate, flexible and approachable person, then this is the place for you.
What do we offer?
- Part time, permanent contract, 15 hours per week
- Starting salary gross £18,870 per year, pro rata
- 27 days holiday plus bank holidays, pro rata
- Access to Corporate Pension Scheme
- 24/7 access to Employee Assistance Programme
- Funded internal and external mandatory training to enable you to maintain your CPD
- Support with training for your wider professional development.
- Uniforms provided
- Become a shareholder and have a say in how our organisation is run at all levels
- Opportunity to play a key part in local social care initiatives
Interview Date: TBC
Job description
Job responsibilities
Job Title: Dental Receptionist & Decontamination Support Worker
Managed by: Senior Dental Nurse
Accountable to: Operations Manager
Job Purpose: To provide reception, clerical and administrative support to the Leicestershire Community Dental Services using paper and computerised systems, and to help with the decontamination of instruments.
Geographical: The post is clinic based. The post holder may be asked to undertake duties in neighbouring clinics and other health service establishments when required for holiday or sickness relief or temporary redeployment.
Duties & Responsibilities:
Communication & Relationship Skills
- Receive patients and their relatives into the department and advise clinical staff of patients’ arrival.
- To check patients contact details against electronic records.
- To make and amend appointments for patients. This will include direct face-to-face contact, contact by telephone and by post.
- Deal with telephone enquiries about Community Dental Services CIC (CDS) and in general terms, the type of care CDS provides.
- To explain NHS charges to patients using tact and empathy when there may be barriers to understanding.
Key Relationships
- Dental Department colleagues.
- Dental laboratories.
Analytical & Judgemental
- Send out new and recall appointments to patients, contacting patients by telephone to confirm appointments.
- To ensure every contact with patients is recorded on their electronic notes.
- To monitor the appointment book to ensure maximum activity is achieved.
- Regularly check that no patient has been overlooked and explain any reason for the delay in being seen.
- Monitor the patient’s welfare and alert clinical team if necessary of any concerns.
- Check that dental instruments and equipment in store are within the ‘use by’ date and reprocess non compliant items.
Planning & Organisational Skills
- Complete record cards with patient details. Distribute medical history forms to patients, collect and provide to the dentist.
- Prepare and complete FP17PR forms as appropriate, gaining patient/or significant other’s signature.
- Prepare day lists and record cards for clinical sessions.
- Arrange appointments for patients referred into the service, creating paper and electronic records for the patient, entering details of the referring practitioner onto the computer system.
- Receive and record details for domiciliary visits (these could be direct or by referral). Liaise with dentists about appointments and arrange domiciliary visits.
- Liaise with senior clinicians with the booking of appointments for general anaesthesia and sedation and check that pre and post-operative written instructions have been given.
- Organise incoming and outgoing mail.
- Annually up date the filing system.
- Collect dental instruments and equipment requiring decontamination from dental surgeries and to deliver clean instruments ready for use.
- Ensure that the right dental instruments and equipment are decontaminated for each dental surgery day list and there is adequate supply to ensure that the lists run efficiently.
- Assist with the organising of general and periodic machine servicing and action accordingly.
- Attend operational meetings, take accurate minutes and distribute accordingly.
Physical Skills
- Undertake filing of patient record cards and other associated paperwork.
- Use keyboard skills for data entry on dental software programme.
- Produce word processed documents and spreadsheets as necessary.
- Scan and save documents, including into patients’ electronic files.
- Decontaminate dental instruments and equipment, working to the Service’s quality systems, policies, procedures and guidelines as required.
- Manually clean or using an automated washer, dental instruments and dental equipment as required to manufacturers’ guidelines.
- Sterilise dental instruments using vacuum and non vacuum autoclaves.
- Disinfect dental equipment in accordance with manufacturers’ guidelines.
- Wrap decontaminated dental instruments marking the ‘use by’ date and store according to manufacturers’ guidelines.
Patient/Client Care
- Provide advice and information to patients, ensuring that leaflets and all information presented is current.
- Regularly check the tidiness of the waiting and reception area, tidy as necessary and clean play equipment in accordance with the Infection Control Policy. Deal with any spills as necessary.
- Provide basic clinical technical service ensuring clean and sterilised clinical instruments ensuring compliance to correct protocols and guidelines.
Policy & Service Development
- To follow and comply with all CDS policies.
- To contribute to policy development.
Financial & Physical Resources
- Assist with all financial aspects including administering patient charges and receiving various type of payments – cash, cheques, credit and debit cards. To cash up at the end of the session.
- Regularly bank dental income.
- To be responsible for regularly updating the dental income spreadsheets.
- On instruction to follow up unpaid bills.
- Receive monies for toothbrushes and other oral health aids. Maintain stock levels for the clinic, liaising with the Oral Health Promotion team.
- Assist with stocktaking and requisitioning of supplies and processing of paperwork for payment. This work will be for a range of items including dental laboratory work, laundry, stationery and dental sundries, etc.
- Process the compilation and delivery of oral health products to other clinics eg toothbrushes.
- Carry out daily equipment checks to adhere to health and safety regulations and organising the repair of all defects to be dealt with promptly.
Human Resources
- Demonstrate own activities or workplace routines to new or less experienced employees in own work area.
Information Resources
- Use the appropriate dental software to enable you to perform the required administrative duties.
- Process and store patient information on the dental computer software.
- Scan in documents into the computer system as part of patients’ computerised records.
- Input data to maintain accurate stock control record as required, liaising with the Senior Dental Nurse regarding stock levels and ordering requirements
- Record monthly stock-take data as required.
- Document all daily maintenance of machines and equipment as required.
- Carry out all dental instrument and equipment tracking as required.
- Comply with the daily documentation of the decontamination of all equipment.
Research & Development
- Participate in Community Dental Services CIC clinical governance programmes and other quality initiatives, undertaking training as required.
Freedom to Act
- Deal with routine enquiries and other matters. Line manager is available for reference.
- To work with supervision close by and within well established procedures.
This job profile is not intended to be a complete list of duties and responsibilities, but is a guide to the job and will be subject to periodic review and alteration in response to changing service requirements and in consultation with the post holder.
Job description
Job responsibilities
Job Title: Dental Receptionist & Decontamination Support Worker
Managed by: Senior Dental Nurse
Accountable to: Operations Manager
Job Purpose: To provide reception, clerical and administrative support to the Leicestershire Community Dental Services using paper and computerised systems, and to help with the decontamination of instruments.
Geographical: The post is clinic based. The post holder may be asked to undertake duties in neighbouring clinics and other health service establishments when required for holiday or sickness relief or temporary redeployment.
Duties & Responsibilities:
Communication & Relationship Skills
- Receive patients and their relatives into the department and advise clinical staff of patients’ arrival.
- To check patients contact details against electronic records.
- To make and amend appointments for patients. This will include direct face-to-face contact, contact by telephone and by post.
- Deal with telephone enquiries about Community Dental Services CIC (CDS) and in general terms, the type of care CDS provides.
- To explain NHS charges to patients using tact and empathy when there may be barriers to understanding.
Key Relationships
- Dental Department colleagues.
- Dental laboratories.
Analytical & Judgemental
- Send out new and recall appointments to patients, contacting patients by telephone to confirm appointments.
- To ensure every contact with patients is recorded on their electronic notes.
- To monitor the appointment book to ensure maximum activity is achieved.
- Regularly check that no patient has been overlooked and explain any reason for the delay in being seen.
- Monitor the patient’s welfare and alert clinical team if necessary of any concerns.
- Check that dental instruments and equipment in store are within the ‘use by’ date and reprocess non compliant items.
Planning & Organisational Skills
- Complete record cards with patient details. Distribute medical history forms to patients, collect and provide to the dentist.
- Prepare and complete FP17PR forms as appropriate, gaining patient/or significant other’s signature.
- Prepare day lists and record cards for clinical sessions.
- Arrange appointments for patients referred into the service, creating paper and electronic records for the patient, entering details of the referring practitioner onto the computer system.
- Receive and record details for domiciliary visits (these could be direct or by referral). Liaise with dentists about appointments and arrange domiciliary visits.
- Liaise with senior clinicians with the booking of appointments for general anaesthesia and sedation and check that pre and post-operative written instructions have been given.
- Organise incoming and outgoing mail.
- Annually up date the filing system.
- Collect dental instruments and equipment requiring decontamination from dental surgeries and to deliver clean instruments ready for use.
- Ensure that the right dental instruments and equipment are decontaminated for each dental surgery day list and there is adequate supply to ensure that the lists run efficiently.
- Assist with the organising of general and periodic machine servicing and action accordingly.
- Attend operational meetings, take accurate minutes and distribute accordingly.
Physical Skills
- Undertake filing of patient record cards and other associated paperwork.
- Use keyboard skills for data entry on dental software programme.
- Produce word processed documents and spreadsheets as necessary.
- Scan and save documents, including into patients’ electronic files.
- Decontaminate dental instruments and equipment, working to the Service’s quality systems, policies, procedures and guidelines as required.
- Manually clean or using an automated washer, dental instruments and dental equipment as required to manufacturers’ guidelines.
- Sterilise dental instruments using vacuum and non vacuum autoclaves.
- Disinfect dental equipment in accordance with manufacturers’ guidelines.
- Wrap decontaminated dental instruments marking the ‘use by’ date and store according to manufacturers’ guidelines.
Patient/Client Care
- Provide advice and information to patients, ensuring that leaflets and all information presented is current.
- Regularly check the tidiness of the waiting and reception area, tidy as necessary and clean play equipment in accordance with the Infection Control Policy. Deal with any spills as necessary.
- Provide basic clinical technical service ensuring clean and sterilised clinical instruments ensuring compliance to correct protocols and guidelines.
Policy & Service Development
- To follow and comply with all CDS policies.
- To contribute to policy development.
Financial & Physical Resources
- Assist with all financial aspects including administering patient charges and receiving various type of payments – cash, cheques, credit and debit cards. To cash up at the end of the session.
- Regularly bank dental income.
- To be responsible for regularly updating the dental income spreadsheets.
- On instruction to follow up unpaid bills.
- Receive monies for toothbrushes and other oral health aids. Maintain stock levels for the clinic, liaising with the Oral Health Promotion team.
- Assist with stocktaking and requisitioning of supplies and processing of paperwork for payment. This work will be for a range of items including dental laboratory work, laundry, stationery and dental sundries, etc.
- Process the compilation and delivery of oral health products to other clinics eg toothbrushes.
- Carry out daily equipment checks to adhere to health and safety regulations and organising the repair of all defects to be dealt with promptly.
Human Resources
- Demonstrate own activities or workplace routines to new or less experienced employees in own work area.
Information Resources
- Use the appropriate dental software to enable you to perform the required administrative duties.
- Process and store patient information on the dental computer software.
- Scan in documents into the computer system as part of patients’ computerised records.
- Input data to maintain accurate stock control record as required, liaising with the Senior Dental Nurse regarding stock levels and ordering requirements
- Record monthly stock-take data as required.
- Document all daily maintenance of machines and equipment as required.
- Carry out all dental instrument and equipment tracking as required.
- Comply with the daily documentation of the decontamination of all equipment.
Research & Development
- Participate in Community Dental Services CIC clinical governance programmes and other quality initiatives, undertaking training as required.
Freedom to Act
- Deal with routine enquiries and other matters. Line manager is available for reference.
- To work with supervision close by and within well established procedures.
This job profile is not intended to be a complete list of duties and responsibilities, but is a guide to the job and will be subject to periodic review and alteration in response to changing service requirements and in consultation with the post holder.
Person Specification
Experience
Essential
- Reception experience.
- Knowledge of health, safety and security issues.
- Dealing with cash transactions.
- Basic computer skills.
- Ability to prioritise workload.
Desirable
- Dental experience.
- Knowledge of Dental Services and their roles.
- Experience of completing NHS dental forms.
- Typing and word processing.
- Experience of dental software.
Analytical Skills
Essential
- To provide judgements involving facts or situations, some of which require analysis.
Qualifications
Essential
- Good standard of education.
Desirable
- Dental Receptionists Training Programme or equivalent.
- Knowledge of sterilisation procedures.
Communication Skills
Essential
- Good communication skills both oral and written.
- Clear and accurate written skills, including ability to complete forms accurately.
- Ability to empathise, reassure.
Desirable
- Command of other languages.
General
Essential
- Patient, calm, courteous and accommodating.
- Diligent.
- Team Player.
- Punctual.
- Smart appearance.
- Ability to travel between clinics and other Service sites.
- Ability to work flexible hours.
Desirable
Diversity
Essential
- Demonstrate understanding and commitment to equal opportunities, equity and the promotion of cultural competency.
Emotional Effort
Essential
- There is a frequent requirement to deal with patients with special needs, phobics, children and the elderly.
Person Specification
Experience
Essential
- Reception experience.
- Knowledge of health, safety and security issues.
- Dealing with cash transactions.
- Basic computer skills.
- Ability to prioritise workload.
Desirable
- Dental experience.
- Knowledge of Dental Services and their roles.
- Experience of completing NHS dental forms.
- Typing and word processing.
- Experience of dental software.
Analytical Skills
Essential
- To provide judgements involving facts or situations, some of which require analysis.
Qualifications
Essential
- Good standard of education.
Desirable
- Dental Receptionists Training Programme or equivalent.
- Knowledge of sterilisation procedures.
Communication Skills
Essential
- Good communication skills both oral and written.
- Clear and accurate written skills, including ability to complete forms accurately.
- Ability to empathise, reassure.
Desirable
- Command of other languages.
General
Essential
- Patient, calm, courteous and accommodating.
- Diligent.
- Team Player.
- Punctual.
- Smart appearance.
- Ability to travel between clinics and other Service sites.
- Ability to work flexible hours.
Desirable
Diversity
Essential
- Demonstrate understanding and commitment to equal opportunities, equity and the promotion of cultural competency.
Emotional Effort
Essential
- There is a frequent requirement to deal with patients with special needs, phobics, children and the elderly.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
