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JOB DESCRIPTION

Job Title: On-Line Testing Receptionist (Multiple Sites)

Grade: Band 3

Location: Churchill Hospital

Hours per week: 37.5hpw (Variable work pattern)

Responsible To: On-Line Testing Co-ordinator

Accountable To: Servicve Manager

Please look at our website to find out more about our service.

Welcome to Oxfordshire Sexual Health Service - Sexual Health Oxfordshire

Are you looking for a full time post?

Do you like variety in your working week?

Can you work occasional Saturdays (Approx 1 in 3)?

Do you like to travel as part of your job?

Can you drive and do you have use of a car?

If you’ve answered ‘Yes’ to all of the above, we’d like to hear from you!

We are looking to recruit a full time receptionist to join our team in facilitating the smooth running of the reception at the Churchill Hospital along with two nominated satellite clinics per week. (Travel expenses will be paid as per Trust policy)

Your new role

Main duties will include working at the reception desks of sexual health clinics, answering telephone and email queries in relation to appointments and results. You will also be part of the team that looks after requests for home testing kits - logging requests, packing and despatching kits to important deadlines.

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more here www.ouh.nhs.uk

The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.

MAIN PURPOSE OF POST

• To provide a comprehensive administrative support service to the outpatients clinics
• To assist in the administration of the on-line testing service
• To provide excellent customer facing service at all times at reception areas.
• To provide clinic preparation services to all clinics within the Oxfordshire Sexual Health Service.
• This role involves a rotation around nine different clinic locations, Monday-Saturday which have different working hours between 8.15am-7.30pm. Shift patterns are not set, but are published monthly in advance.

DUTIES AND RESPONSIBILITIES

• Coordinate requests from patients and clinical staff to book appointments into Inform and other systems at times appropriate to individual patient request, clinical priority and procedure using a knowledge of clinical procedures and booking systems to resolve appointment arrangement conflicts and minimise patient journeys.
• Maintain high levels of customer service at all times delivering compassionate excellence
• Provide appropriate information and instructions to patients and carers and healthcare staff regarding a range of sexual health department procedures.
• Enter relevant clinical and demographic information into clinical database system (Inform) or other PC based systems (e.g. Microsoft Access/Excel).
• Arrange patient transport/translators where appropriate in line with Trusts protocol.
• Take part in the covering of reception area welcoming patients and ensuring they are checked in and out of clinic in a professional and courteous manner.
• Ensure that all appointments are checked in/out and that appropriate coding is completed to ensure Trust income is secured.
• Ensure full patient clinic lists are updated and generated a minimum of 24 hrs prior to clinic
• Provide full clinic preparation for patient notes. Liaise with medical records and staff within the hospital to ensure that all notes and referral letters are available for clinic at least 24hrs before clinic, including all necessary information for the appointment (last letter, diagnostic results)
• Trace and file medical reports and results, ensuring that these are recorded and filed promptly and properly within patient files.
• Assist in audit note retrieval. Book and return of notes to records
• Contribute to the development, maintenance and implementation of local policies and operating procedures.
• As necessary and appropriate, demonstrate skills to new and junior administrative and clerical staff.
• Assist with the maintenance of stock control for stationery and other relevant consumables used in the department
• File office copies in patient notes and office systems.
• Participate in the training of new and temporary staff.
• Maintain filing system and other general ad hoc office management procedures.
• Maintain confidentiality of all patient information.
• Promote and maintain personal and team development.

General Responsibilities• To show flexibility should the need arise in covering for other personnel when on leave/sickness etc and to ensure that reception is always covered during hours of 8.15am - 7.30pm on a staff rotational basis with potential for some weekend work.

• To respect the confidentiality at all times of all electronically stored information and written data, particularly where it relates to patients in line with GDPR requirements
• To maintain a high level of concentration in order to produce precise, accurate detailed work and at times, emotional effort when responding to patients on the telephone.
• To adhere at all times to the Trust Uniform policy during working hours
• Attend bi-monthly staff meetings

This job description is written in the knowledge that it is not exhaustive and will be subject to review as the needs of the department change or annually as required.

An annual performance review would be expected in this post with feedback provided to both the manager and the employee on working practices and relationships as well as discussing future aims and objectives.

Sexual Health Department Variance

The sexual health department administrator role differs slightly from the description above. The department has a different set of targets to achieve and a stand-alone patient administration software is used.

The department’s core hours are 8.30am – 6.30pm Monday – Friday with the occasional requirement to cover until 7.30pm in the week and Saturday mornings.

The majority of the service is paper free so electronic patient records are used in preference to paper records.

About Oxford University Hospitals NHS Foundation Trust

CEO: Dr Bruno Holthof
Revenue: $100 to $500 million (USD)
Size: 10000+ Employees
Type: Hospital
Website: www.ouh.nhs.uk
Year Founded: 1980