Job Description

We are looking for a friendly, approachable and highly motivated individual to conduct the business of the reception area quietly and calmly; communicating effectively with patients, nursing, dental, medical and other staff to promote the best environment for the efficient running of the clinic. This is a busy and demanding role, and we require a proactive and confident person to fill the post. Good communication skills are essential as you will be working closely with administrative and clinical staff to support the Dental Outpatient Team to manage its critical access targets relating to 18 weeks.

• To be responsible for the administrative organization and smooth running of clinics as detailed on the work programme, including the pulling and preparation of notes, the accurate recording / inputting of data related to the clinic and patient demographic details.
• To conduct the business of the reception desk / area quietly and calmly; communicating effectively with patients, nursing, dental, medical and other staff to promote the best environment for the efficient running of the clinic.We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

1. To locate patients dental case notes from other areas around the hospital. This may involve lifting of case notes frequently throughout the course of the day and in some cases you will be required to push a trolley filled with dental case notes. You will then prepare dental case notes for clinics, and obtain investigation results.
2. To organize documents in the correct order, securing new or loose sheets on to clips.
3. To reception clinics including, the welcoming of patients, booking follow up appointments, keeping patients informed of any delays to their appointment and maintaining accurate records of patient attendance, departure time, appointment outcome and ensuring patient’s personal details are up dated.
4. To administrate and maintain the department’s appointments system, including booking, cancelling and rescheduling appointments for dental staff and students.
5. To administrate, maintain and validate the department’s outpatient waiting lists, recall lists and reallocation lists, in accordance with overall Dental Institute and departmental policies.
6. To liaise with hospital transport and private car services regarding patients journeys.
7. To ensure that the reception desk and waiting areas are maintained in a presentable manner.
8. To deal with patient, staff and student enquiries clearly, by phone and in person, promptly, efficiently and politely, resolving local issues and relaying messages where necessary.
9. To liaise with the supervisor to ensure that they are aware of any potential problems with the clinic.
10. To record / update / retrieve data using PiMS/Viewpoint/Eurokings/EPR/PathNet computer systems and any new systems as they are introduced, to acceptable data quality standards. To record data using any manual systems in place.
11. To liaise with dental staff and dental students present in the clinic, advising them of the current availability of appointment times and action required for patients who do not attend.
12. To work as a member of the Outpatients clerical team. Whilst the post holder will be based in an agreed area, they may be expected to cover work within other of dental departments as service demand dictates.
13. To assist in the maintenance of the filing system of dental records held within the clinic area and to undertake any audits that are required.
14. To liaise with dental, medical, nursing and other staff as required.
15. To help with the training of new members of staff within the department
16. Ad hoc duties added by managers will also be included in this post.

Required Knowledge, Skills, and Abilities