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Job overview

An exciting opportunity has arisen in the Outpatient Reception team for a full time receptionist, the post holder will provide a customer focused reception service for all patients and visitors attending the reception areas within the outpatient services department.

The job will entail providing a welcome for all patients arriving at the different Outpatient departments, arriving patients on the relevant EPR system, booking follow ups and supporting the departments with all administration tasks.

To ensure accurate data recording with regard to outpatient appointments using the Patient Administration System (Maxims/E-rs), E-Referrals and other systems. This will also include the provision of administration support to the booking centre, directorates and clinicians.

To manage the referral process from point of arrival, to ensure referrals are managed efficiently and accurately following departmental processes and guidelines. To ensure referrals are entered on the Patient Administration System (Maxims) within agreed timescales and letters are scanned into Maxims.

To provide a quality outpatient booking service for all patients. The post holder will be responsible for ensuring that both new and follow up appointments are processed in a timely, efficient and accurate manner and that clinics are booked in line with service requirements and national guidelines.

Main duties of the job

• To cover Reception as and when required and participate in a range of shifts, including evening and weekend shifts as required, in line with service requirements and demands
• To confirm patient attendance on EPR Maxims, amending demographic details as required to ensure data quality (as per Standard Operating Procedures) is prioritised at all times.
• To greet patients in a professional manner upon arrival, provide information relevant to their appointment and direct them to the appropriate waiting areas. To notify patients of extended waiting times if delays are occurring.
• To liaise with relevant medical secretaries or Referral Management Centre for advice on appointment allocation to ensure patients are seen within the correct timescale as directed by the clinician.
• Book interpreters for appointments as required.
• To book follow-up appointments and make changes to patient appointments on EPR Maxims as required and deal professionally and courteously with all patients wishing to check or rearrange appointments.
• To request nurse escorts, portering staff and arrange return hospital /ambulance transport as necessary adhering to Trust criteria.
• To support the outpatient scheduling team and outpatient nursing team with any administration duties, including photocopying, filing, clinic note preparation and any other duties as required.

Working for our organisation

Wye Valley NHS Trust is a member of an NHS Foundation Group with South Warwickshire NHS FT, the George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust.

Located on the border with Wales in the shadow of the Black Mountains, we provide acute and community services across Herefordshire and into parts of Powys and run Hereford County Hospital and the community hospitals in Bromyard, Leominster and Ross-on-Wye.

We are a progressive and forward looking trust with ambitious plans to improve quality and integrate patient pathways through close collaborative working with our partners to deliver the quality of care we’d want for our family and friends.

More than 3,500 people work for the Trust – they tell us it’s a great place to work, blending the busyness of a DGH with the benefits of working in a beautiful rural and unspoilt county like Herefordshire.

We can offer a great work-life balance and have a fine tradition of working with staff to help them achieve their full potential.

Russell Hardy, Trust Chairman: “The strength of the Trust is its amazing staff; a great place to work, a great place to develop your career and a great place to reach your potential.”

Our values - Care, Accountability, Respect and Excellence - are at the heart of all we do. We believe in providing the right care in the right place at the right time…all the time.