Job summary
Part-time: 30 hours per week.
Monday - Sunday shifts, 7am-3pm and 2pm-10pm over four days per week on a seven day rota.
The position is to work as a medical receptionist within the Urgent Treatment Centre, Millennium Centre, St Helens.
The hours of work are 30 hours per week over seven days which would include weekends, evenings and bank holidays to accommodate the opening hours of the Urgent Treatment Centre reception area.
Main duties of the job
The postholder is responsible for ensuring the smooth and efficient management of the reception function, including high quality customer care, IT and administrative services, by:
- Providing a welcoming first point of contact for all visitors, including registering patients, making follow-up appointments, updating/filing/storing and retrieving clinical and personal records
- Assisting patients to obtain the advice, information and/or treatment they require by telephone or face to face; collecting prescription fees (cash/cheques) daily.
- Providing a comprehensive and confidential administrative and secretarial service to the Minor Injuries Unit/Walk-in Centre and the 1st Floor Clinic Suite services.
- Inputting data electronically on a daily basis to provide activity information for reports.
- Collecting manual data to support analysis of activity within the WIC
- Distributing questionnaires relating to approved research projects to visitors to the Centre and collecting/posting on responses.
- All Medical Receptionists are Nominated Fire Wardens, responsible for alerting the Fire Brigade in the event of an Incident, and facilitating the safe and speedy evacuation of the building.
- Train and support new reception staff, Bank reception staff, and nursing cadets in respect of general IT, administrative duties, policies and procedures.
- Provide basic technical support to clinical staff and IT software and hardware issues, occasionally generating GP letters for nursing staff.
About us
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
- CAREthat is evidence based, high quality and compassionate
- SAFETY that is of the highest standards
- COMMUNICATION that is open, inclusive and respectful
- SYSTEMS that are efficient, patient centred and reliable
- PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.
Job description
Job responsibilities
KEY DUTIES
- Registering patients as they arrive at the Urgent Treatment Centre making sure that all demographics are up to date.
- Deal with stakeholder request.
- Answer telephones and deal with enquiries.
- Inputting clinical data.
- Filing, scanning, photocopying.
- Maintain and update manual and electronic filing systems containing patient information for analysis, audit etc.
- Assist the Co-ordinator in operation tasks on a daily basis to include rota planning and covering of shifts by reception staff.
- Assist the Centre secretary in day to day operational tasks including procurement of goods, and Medical Receptionist / April 2023raising of invoices for the release of medical notes.
- Report building maintenance faults to appropriate contact to maintain the facilities in good working order.
- Provide / receive sensitive information to / from solicitors, Police and other agencies in relation to legal claims.
- Facilitate procedure for clinicians to make statements for use in court and recovering fees.
- Offer admin support for staff and management across St Helens UTC
- Obtain and provide personal and sensitive information, requiring tact and diplomacy where there are barriers to understanding
GENERAL DUTIES
- To observe the provisions of and adhere to all Trust policies and procedures.
- To actively participate in the annual performance review to identify personal development needs.
- To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
- To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust Statement of Policy on Health and Safety at Work and the Trust corporate Health and Safety Policies and Procedures. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
- To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
- The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
- All staff will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
- You will be expected to undertake the Trusts commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
- To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous.
- In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal.
- To adhere to relevant Code of Practice of Professional body (if appropriate).
- The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
- The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trusts continued organisational development.
- To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the www.gov.uk website. Hard copies are available from the HR Department on request.
- The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.
Job description
Job responsibilities
KEY DUTIES
- Registering patients as they arrive at the Urgent Treatment Centre making sure that all demographics are up to date.
- Deal with stakeholder request.
- Answer telephones and deal with enquiries.
- Inputting clinical data.
- Filing, scanning, photocopying.
- Maintain and update manual and electronic filing systems containing patient information for analysis, audit etc.
- Assist the Co-ordinator in operation tasks on a daily basis to include rota planning and covering of shifts by reception staff.
- Assist the Centre secretary in day to day operational tasks including procurement of goods, and Medical Receptionist / April 2023raising of invoices for the release of medical notes.
- Report building maintenance faults to appropriate contact to maintain the facilities in good working order.
- Provide / receive sensitive information to / from solicitors, Police and other agencies in relation to legal claims.
- Facilitate procedure for clinicians to make statements for use in court and recovering fees.
- Offer admin support for staff and management across St Helens UTC
- Obtain and provide personal and sensitive information, requiring tact and diplomacy where there are barriers to understanding
GENERAL DUTIES
- To observe the provisions of and adhere to all Trust policies and procedures.
- To actively participate in the annual performance review to identify personal development needs.
- To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
- To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust Statement of Policy on Health and Safety at Work and the Trust corporate Health and Safety Policies and Procedures. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
- To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
- The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
- All staff will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
- You will be expected to undertake the Trusts commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
- To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous.
- In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal.
- To adhere to relevant Code of Practice of Professional body (if appropriate).
- The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
- The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trusts continued organisational development.
- To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the www.gov.uk website. Hard copies are available from the HR Department on request.
- The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.
Person Specification
Qualifications
Essential
- Educated to GCSE level/equivalent qualification and/or experience
- Ability to work as part of a team
Desirable
- Experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
- Minute Taking
Knowledge
Essential
- Microsoft Office Products Experience
- Ability to work as part of a team
Desirable
- Experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
- Minute Taking
Skills
Essential
- Word Processing Skills
- Ability to accurately maintain computerised and manual filing / X A/I documentation systems
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Reliable and conscientious
- Ability to manage difficult/sensitive situations
- Able to work the hours and undertake duties required
Desirable
- Audio-Typing Skills
- Medical Terminology
Other
Essential
- Ability to travel across hospital sites when required
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
- Understanding of confidential nature of role and awareness of Data X I Protection Act
Person Specification
Qualifications
Essential
- Educated to GCSE level/equivalent qualification and/or experience
- Ability to work as part of a team
Desirable
- Experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
- Minute Taking
Knowledge
Essential
- Microsoft Office Products Experience
- Ability to work as part of a team
Desirable
- Experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
- Minute Taking
Skills
Essential
- Word Processing Skills
- Ability to accurately maintain computerised and manual filing / X A/I documentation systems
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Reliable and conscientious
- Ability to manage difficult/sensitive situations
- Able to work the hours and undertake duties required
Desirable
- Audio-Typing Skills
- Medical Terminology
Other
Essential
- Ability to travel across hospital sites when required
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
- Understanding of confidential nature of role and awareness of Data X I Protection Act
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.
