Clerk/Receptionist

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• Register electronically all patients who attend clinics, ensure all personal details are correct, issue a patient identifiable number and where necessary prepare a case file.

• Distribute condoms to people accessing the service requesting them who have been assessed previously as competent by nursing or medical staff following agreed protocols.

• Proactively raise awareness of the online postal pack direct patients to complete the forms as requested.

• Ensure waiting area is kept tidy and notice boards are kept up to date ensuring that there are adequate supplies of information leaflets available for clients.

• Monitor and co-ordinate incoming telephone calls for example to receive and relay messages, to provide basic information as per guidelines when making patient appointments.  To provide non-clinical information in response to routine enquiries for example when to attend for an STI screen, a smear or a blood test.  Dealing with enquiries and personal callers and re-directing medical/clinical enquiries to the appropriate medical/nursing staff.

• To manage patient appointments, letters etc using the Choose and Book system in conjunction with the dedicated software system ‘Lilie’.

• Maintain an effective filing system in a busy demanding environment.

• Maintain a photocopying service, circulating appropriate information/memos to all clinics as directed by the Management Team within the service.

• Ensure/check patients are texted, to remind them of their appointments in order to reduce the number of DNAs (did not attends) using Lilie SMS texting and bring to the attention of the Senior Receptionist/Administration Manager if texts are not sent.

• Record written basic information in client notes in a clear, concise manner for example recording in notes when a patient does not attend an appointment.

• Following diagnostic coding by medical/nursing staff, inputting and amending patient diagnosis codes and results onto the computer for statistical and audit purposes.

• To hand petty cash payments to the patient, or in the absence of the Administration Manager, secretary or Senior Receptionist to make petty cash payments to patients in accordance with the Trusts Standing Financial Instructions for example reimbursement of patients travelling expenses.

• Attend to mail, redirecting and distributing correspondence as required.

• Maintain adequate levels of administrative stationery in the reception area at all clinics.

• Liaise with other clerical and secretarial staff as necessary.

• To be vigilant and assist in security of patient case notes and the clinics locking up procedures

• Report any building issues to estates or relevant facilities management for clinic

• Ordering and distribution of supplies for all clinics as requested by nursing staff eg condoms, nursing supplies, disposable instruments, leaflets ensuring that adequate supplies are available and log book completed at all times.

• Input negative results onto dedicated software system,  sending SMS to patients informing of negative results.

• Input postal pack request forms generated from website onto l dedicated software system.

• Scan patient reports, prescriptions, and letters to the dedicated software system ‘Lilie’.

• Assist in the collection of data for audit purposes.

• Provide cross cover for colleagues across Sexual Health Services during sickness or annual leave.

• To undertake any such duties or responsibilities as directed by the Administration Manager/Sexual Health Services Manager.

• Participate in the maintenance of good relationships, communications and teamwork within the service.

• Ensure good communication links are maintained with medical, nursing and administrative staff throughout the Trust plus other statutory and voluntary settings.

• Adhere to policies and procedures of the trust ensuring Clinical Governance is maintained.

• Participate in the development and trials of new ideas and methods within the service.

• Support and participate in in-service training for newly appointed clerical staff.

• To attend staff meetings, including working groups in order to assist in the development of the service.

• Keep the Administration Manager informed of any significant changes within the Department for example reporting incidents, accidents or complaints and waiting times.