Receptionist

Contact person for this position:

Rayleen Lentz

rayleen@joblinkplacement.co.za

Role and Responsibilities

• To take calls from patients wishing to book appointments, record any messages for the doctors and pass these on, and assist patients by providing relevant information as needed, fulfilling patient expectations of a warm, friendly and helpful practice.
• Answering all telephone calls in a professional, courteous and friendly manner.
• Taking bookings and recording these into the relevant doctor’s appointment book.
• Taking messages and recording these with the name of the person calling, the date and time of the call and a contact number as well as an e-mail address of the patient. Patients should be encouraged to use e-mail correspondence.
• Transferring the appointments to Healthbridge/Elixir Live timeously.
• To log patients onto Healthbridge/Elixir Live accurately, ensuring details are entered correctly (Spelling and phone numbers) and no duplicates entries for patients appear on the system. Should there be any duplicate entries or inaccuracies, these must be corrected immediately.
• Check patient’s details are correct and see that there is an email address with each visit.
• Pensioners must have a recorded next of kin with details.
• To run a check on the medical aid of the patient PRIOR to the patient being seen. Any patient without adequate medical aid funds must be noted on the Healthbridge/Elixir Live computer system under “notes” so that this is seen by the doctor prior to the claim being submitted. Each submission is charged for, even those that are rejected.
• To ENSURE that any patient not on medical aid, or with insufficient funds, or amount owing to any doctor pays the full consultation amount BEFORE leaving the practice.
• All outstanding accounts must be paid BEFORE the patient comes in to the doctor.
• Receiving and sorting faxes and mail for the relevant doctors, as well as faxing and posting documentation as needed. Scanning documents onto the computer.
• Assisting the doctors and locums in the practice with any general administration, information and assisting any locum doctors by providing them with relevant information and making them feel welcome.
• Regarding messages taken – since we also cover a few of the retirement homes in the area, should an urgent request for a home visit be made – the receptionists need to timeously inform the relevant doctor, so that some correspondence can be undertaken with the residential home regarding the emergency plan of management. Not leave it as a surprise at the end of the day.
• Although not clinically trained, should a patient come through requesting an emergency assessment or look critically unwell, the reception staff should immediately alert the doctors on duty.
• No electronic devices to be used during work hours for personal use. These may only be used on lunch breaks. No eating at reception.
• Lunch ½ hour is to be taken between 12pm and 2pm. There should always be at least one receptionist available at the front desk.
• The lunch ½hour may not exceed ½ hour and to eat your lunch in the given ½ hour.
• Receptionists are required to treat all visitors, patients, colleagues, delivery and other personnel with the utmost courtesy and respect, making each visitor feel welcome and assisting as far as possible with any requirements. Please be specific if a doctor is absent that day, so that the patient knows when they will return.

Required skills

• The receptionist is the frontline of our exceptional practice and is required to have a helpful, caring attitude and be professional, courteous and friendly always. All patients and visitors to our practice must be treated with kindness and respect, and be made to feel welcome, safe and assisted wherever possible.
• As this is a medical practice, we aim to keep the practice quiet and restful, and you are expected to contribute to this quiet and restful environment and to ensure the patients are always happy and comfortable. As much as friendly banter is acceptable, the staff can often be very loud, laughing/talking and shouting in the background. This needs to be toned down a bit.

 

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