Receptionist/Administrator – 24 hours per week
Amity Health Centre requires an experienced Receptionist/Administrator to join its team. We are a busy Cornerstone-accredited general practice, providing a high-quality service to our patients. We are looking for an organised individual with a high level of initiative to join our team, who is able to multi-task and prioritise their workload. The position is for 24 hours per week, with the flexibility to do additional hours as required. Computer skills are essential.
A full job description with further information, including hours required, is available below.
Please apply with CV and covering letter, including referees, to: Catherine Daly-Reeve, Practice Manager, at manager@amityhc.co.nz. Applications close Friday 8 February 2019.
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Position Description
Receptionist/Administrator
Location: Amity Health Centre, 343 Highgate, Roslyn, Dunedin
Total hours: Approx 24 hours per week
Days: Monday, Tuesday, Wednesday, Thursday, Friday
Hours: Every week: 1pm-5pm on Mon, Tue, & Thur
Week one: 8am-5pm on Wed, and 1pm-5pm on Friday
Week two: 1pm-5pm on Wed, and 8am-5pm on Friday
(i.e. one week a full day on Wed & a half day on Fri, the next week a half day on Wed & a full day on Fri).
Additional: - Third Wednesday of the month, 12.30pm-1.30pm team meeting
- As necessary to cover staff leave or busy periods.
Amity Health Centre was established as a General Medical Practice in the early 1970’s and aims to provide high quality modern health care in a friendly environment where patients feel comfortable and respected regardless of age, gender, ethnic or cultural background. We are a small dedicated team of 4 doctors, 3 nurses, 3 receptionists, 1 practice manager, plus 2 casual nurses and 2 casual receptionists, who all need to work well together in the interests of their patients and their own job satisfaction.
The reception staff plays a key role as they are the first point of contact between our patients, and other visitors, and the medical centre whether it be at the end of the phone or in person at the door. This interaction needs to be welcoming, sensitive and efficient.
Necessary experience and attributes:
Accountability: to the Practice Manager. It is not expected that our receptionists will take any responsibility beyond their training or ability but instead will confer with the Practice Manager and other staff when appropriate. In particular any matters of clinical care are to be passed onto the nurses or doctors.
General: the successful applicant will be expected to undertake the duties and responsibilities of a Health Centre reception as part of our small dedicated team. We expect the receptionists to work in cooperation and to be flexible in increasing hours when appropriate to cover for each other’s annual leave. These duties and responsibilities include but are not limited to the following:
Reception:
Telephone:
Financial:
Computer:
Filing and Paperwork:
Liaison:
A full job description with further information, including hours required, is available below.
Please apply with CV and covering letter, including referees, to: Catherine Daly-Reeve, Practice Manager, at manager@amityhc.co.nz. Applications close Friday 8 February 2019.
_____________________________________________________________________________________________
Position Description
Receptionist/Administrator
Location: Amity Health Centre, 343 Highgate, Roslyn, Dunedin
Total hours: Approx 24 hours per week
Days: Monday, Tuesday, Wednesday, Thursday, Friday
Hours: Every week: 1pm-5pm on Mon, Tue, & Thur
Week one: 8am-5pm on Wed, and 1pm-5pm on Friday
Week two: 1pm-5pm on Wed, and 8am-5pm on Friday
(i.e. one week a full day on Wed & a half day on Fri, the next week a half day on Wed & a full day on Fri).
Additional: - Third Wednesday of the month, 12.30pm-1.30pm team meeting
- As necessary to cover staff leave or busy periods.
Amity Health Centre was established as a General Medical Practice in the early 1970’s and aims to provide high quality modern health care in a friendly environment where patients feel comfortable and respected regardless of age, gender, ethnic or cultural background. We are a small dedicated team of 4 doctors, 3 nurses, 3 receptionists, 1 practice manager, plus 2 casual nurses and 2 casual receptionists, who all need to work well together in the interests of their patients and their own job satisfaction.
The reception staff plays a key role as they are the first point of contact between our patients, and other visitors, and the medical centre whether it be at the end of the phone or in person at the door. This interaction needs to be welcoming, sensitive and efficient.
Necessary experience and attributes:
- a welcoming and cheerful personality;
- a respect for patient and business privacy and confidentiality;
- computer experience, preferably with Medtech, or ability and willingness to adapt to new software;
- the ability to cope with several demands at one time in an effective and sensitive manner;
- the ability to handle and account for money in an accurate and honest fashion;
- flexibility to work between the hours of 8am and 6pm, and to work additional hours when necessary to cover other staff leave;
- the ability to communicate clearly and sensitively, orally and in writing, with people of all backgrounds.
Accountability: to the Practice Manager. It is not expected that our receptionists will take any responsibility beyond their training or ability but instead will confer with the Practice Manager and other staff when appropriate. In particular any matters of clinical care are to be passed onto the nurses or doctors.
General: the successful applicant will be expected to undertake the duties and responsibilities of a Health Centre reception as part of our small dedicated team. We expect the receptionists to work in cooperation and to be flexible in increasing hours when appropriate to cover for each other’s annual leave. These duties and responsibilities include but are not limited to the following:
Reception:
- Welcoming patients and other visitors or callers to the Health Centre, whether in person or by phone, in a friendly and helpful manner as the first point of contact of Amity. Dealing efficiently with their requests. This can at times include handling dissatisfied, demanding, or angry patients in an appropriate and sensitive manner.
- Making appointments for patients to see doctors and nurses.
- Enrolling new patients and providing information about the practice.
- Reacting to emergency situations or the arrival of very ill patients according to the practice protocols.
- Opening up the health centre in morning and preparing the building for the working day and closing up the building securely in the evening.
Telephone:
- Answering the telephone quickly and efficiently, dealing with the enquiry, transferring the call or taking and passing on an informative message to the appropriate person.
- Providing an appropriate balance between personal service at the reception desk and efficient telephone answering.
- Prompt processing of outgoing and incoming faxes.
- Diverting phone to Urgent Doctors at the end of the day and cancelling the diversion in the morning.
- Setting incoming telephone message when necessary.
Financial:
- Requesting patients’ fees and making computer and book records of these payments.
- Operating EFTPOS machine.
- Reconciling computer, paper and EFTPOS balances at the end of each day or shift.
- Transferring bank statement automatic payments and other automatic payments to computer records and reconciling other payments with computer records.
- Keeping cash and cheques secure during the day and locking them away in the safe at the end of the day.
- Holding petty cash and keeping a record with receipts of petty cash expenses.
- Printing patient statements at the end of each month and sending them out if appropriate.
Computer:
- Making appointments for patients.
- Passing on telephone messages by entering them as a task on the appropriate staff member’s task list or on the nurse’s telephone log.
- Responding to tasks placed on the reception task list.
- Ensuring there are regular electronic downloads of lab results.
- Collating and sending ACC and GMS and Immunisation schedules weekly and correcting any errors on them.
- Uploading and downloading PHO patient registers every quarter.
- Ensuring a daily back up of data is performed and that computers are logged off at the end of the day.
Filing and Paperwork:
- Keeping the filing tray empty by taking the appropriate action marked on the individual documents.
- Scanning letters etc into the computer record and processing them.
- Filing letters in patients’ record files and keeping the filing system in order.
- Dealing with paperwork that comes your way in an appropriate manner.
- Sending medical records on to other practices for patients who have transferred and handling incoming medical records from other practices.
Mail: - Opening mail and processing it as appropriate.
- Collecting outgoing mail putting it in envelopes and posting at lunchtime and at the end of the day.
Training:
The successful applicant will be expected to take part in learning opportunities offered internally and externally including:
- Training to learn skills required for the job.
- Training to keep the practice running smoothly e.g. OSH, evacuation procedures, response in an emergency.
- Training to update skills and to develop professionally e.g. computer development and developing areas of interest in practice role.
Liaison:
- Contacting computer and other technicians as necessary.
- Community Laboratory couriers.
- Cleaner and laundry-person.
- Regular staff meetings.
- Regular reception meetings.
Stock Control:
Keeping a close eye on stocks of various forms, booklets and kitchen, stationery and cleaning supplies, and informing the appropriate person of the need to order supplies when necessary.
Miscellaneous: - Keeping the waiting room tidy and safe.
- Maintaining the reception area in a tidy fashion.
- Keeping the building at a reasonable temperature and ensuring all heaters are turned off at the end of the day.
- Ensuring the kitchen is tidy and dishwasher is loaded and turned on at end of day.
- Maintaining Health Information and Practice Information confidentiality at all times.
- Photocopying documents when required.
- Ensuring rubbish and recycling bin are put out when appropriate.
Part of the team: - To feel part of the Amity team, helping out and being helped out where appropriate.
- Other duties that may arise from time to time at the request of the Practice Manager and General Practitioners.
