Practice Administrator / Medical Receptionist – French Speaking

My client is a private medical clinic seeking a French speaking Medical receptionist / Administrator.

The main duties of the reception role include:

• Ensuring reception areas & with HCA that all consulting rooms are kept fully stocked and tidy
• Diary management/ booking of all appointments
• Switchboard cover
• Invoicing patients at reception
• Liaising with all patients, visitors, consultants and users of the Centre
• General administrative duties such as filing, posting of letters, notes preparation
• Responsible for incoming/outgoing Post
• Friendly and knowledgeable patient service of the highest standards Consultant and practitioner support
• Administration and maintenance of the Ultrasound service
• High quality administration aiming for error free targets
• Assisting in Healthcare Assistant duties
• Liaison and cooperative working with Consultants and other Centre staff

Main tasks involved with the role
• Reception duties and patient services:
• Greet all patients Create a pleasant and relaxed atmosphere patients
• The two Reception areas must be kept tidy and clean at all times obtain all client details promptly and accurately. Maintain accurate patient registration from database
• Answer all telephone calls
• Book and manage all appointments Manage delays and conflicts between appointments
• Promote the sale of retail products
• Regularly update the patient e-mail list
• Produce invoices for all consultations and services and obtain payments
• Do daily cash, cheque and card payments reconciliation
• Regular contact with patients for payment of outstanding invoices
• Process tests and scans after each appointment:
• Ensure all tests and scans have been paid for with reference to DGL
• Wait for courier collection of samples each day
• Opening and distributing daily post in a timely manner
• Familiarising with the clinical needs of all the different users
• Distributing TDL results to the appropriate Secretaries
• Sending out all international and domestic post in a timely manner
• Ensuring participation in annual patient survey
• Filing of all patient correspondence
• Keeping your knowledge up-to-date of all the services and products that the Centre provides

Ultrasound Administration
• Processing all Nuchal reports daily and ensuring receipt by appropriate Consultant and patient
• Sending all scan reports to appropriate Consultants daily
• Ensuring all ultrasound equipment is fully stocked in both scanning rooms at all times
• Timely maintenance and repair of Voluson US machines and associated equipment and Viewpoint software (48 hour resolution tome of all problems)
• Assisting CM with development of ultrasound service

Taking bookings and enquiries:
• Ensure all users’ diary slots are open correctly in DGL three months in advance. Make changes to these when necessary to reflect leave for example
• Take appointment bookings for patients
• Ensure that booking information is forwarded to the Consultants and/or their assistants in the preferred manner
• Ensure that booking and patient details are entered into Practice Manager (DGL)
• Deal with all enquiries according to the Centre policies
• Ensure all new enquiries are accurately logged and communicated to the Management of the Centre in good time
• Create new notes for new Revenue Share patients seeing Consultants for the first time

Assisting in the booking of rooms by Consultants and other practitioners:
• Take bookings
• Address and resolve conflicts in the bookings system
• Ensure that all client appointments and additional services are booked appropriately to facilitate accurate billing
• Providing support for the Practice and other Consultants as requested:
• Support in the administration of their Practices

General
• Ensure delivery of a high standard of customer service to both our individual patients and our clients
• Participate in the training of new staff (where relevant)
• To follow administration manual procedures as set down
• To undertake any other duties that the Centre Management may so decide from time to time within your competency.