Job summary

This is an exciting opportunity to join our dynamic team as a Receptionist/administrator in the dental service.

There are posts available as follows:

Full time in Oakridge Clinic, High Wycombe

Part time in Amersham Health Centre

Main duties of the job

To provide comprehensive reception duties as part of a frontline team delivering a high-quality service to patients and staff. The postholder will liaise extensively with patients and staff making all appointments for patients.

In addition, there is responsibility for accurate financial transactions including banking, reconciliation and debt collection. The postholder will be required to cover at other sites across the dental service.

About us

Milton Keynes Community Health Services is committed to providing quality health & social care services, tailored to the needs of individuals, public & private organizations, delivered close to home. Our services are designed to increase well being & provide opportunities for recovery. We want our employees to feel valued, challenged & supported.

Date posted

16 March 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£21,730 to £23,177 a year (pro rata for part time)

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

333-D-MK-CM-0836-F

Job locations

High wycombe or Amersham

Station way West

HP20 2SR

Job description

Job responsibilities

Following a period of training, be competent in all reception sites across the service and with all relevant with all enquiries in a professional and empathetic manner. These may be via telephone, face to face or written and effective communication when dealing with potentially inflammatory situations with service users to enable accurate information gathering and advanced communication skills when dealing with patients who mayhave additional needs, dental phobia or exhibit challenging with receptionist colleagues across all dental sites to ensure timelyaccess for all patients.Receive patients and prepare or advise them as necessary for their clinicalcare.

Ensure all documentation is completed including NHS dental forms patients to use interpreting facilities when personal details and other sensitive social and medical information,often of a complex nature. Handle all information in accordance with relevant legislation and with high regard for all relevant information from carers/relatives is communicatedeffectively and in a timely manner to the clinical accurate up-to-date records of patient communication, appointments and relevant information.Provide information and advice about dental services and access to NHSemergency dental care including out of hours services.Receive and transmit information electronically using the relevant systems.Collect patient payments and use a proactive approach to prevent debts. To be responsible for reconciliation of all payments and to account responsibility for security of machine for card payments and ensure receipts are stored patients records that have outstanding accounts with the dentalsoftware computer program and record progress and findings on aspreadsheet.Provide general clerical support including letter writing correspondence where able to prioritise own work load in line with managerial guidance.Efficiently process referrals both via online referral system or paper, inputdata on the 18week tracking system and dental electronic software appointments according to priority and monitor and maintain waiting lists to ensure patients are booked in the correct order and have a smooth pathway throughout their treatment journeyHave a good working knowledge of dental softwareFiling and retrieval of patient paper records for use in daily clinical sessionsMonitor, maintain and update waiting lists on the computer systems forservices such as domiciliary visits, sedation and recall waiting lists. Monitor and book appointments in line with clinical need, national targets 18 weeks RTT and commissioner set KPIs.Provide occasional clerical support for clinicians when required includingtyping of clinical letters and general administration with departmental surveys/audits by distributing and collatinginformation.Administrative contact with other services/departments GDPs, OMFS,Mental Health Teams, Dental Laboratories) at the request of clinicians orsenior dental leadership all estates works, equipment failures or breakages are reported to the appropriate to different clinics across the service and work at other sites be an allocated key holder for designated clinics which includesresponsibility of opening/closing clinic and de-activating/setting alarm.

Job description

Job responsibilities

Following a period of training, be competent in all reception sites across the service and with all relevant with all enquiries in a professional and empathetic manner. These may be via telephone, face to face or written and effective communication when dealing with potentially inflammatory situations with service users to enable accurate information gathering and advanced communication skills when dealing with patients who mayhave additional needs, dental phobia or exhibit challenging with receptionist colleagues across all dental sites to ensure timelyaccess for all patients.Receive patients and prepare or advise them as necessary for their clinicalcare.

Ensure all documentation is completed including NHS dental forms patients to use interpreting facilities when personal details and other sensitive social and medical information,often of a complex nature. Handle all information in accordance with relevant legislation and with high regard for all relevant information from carers/relatives is communicatedeffectively and in a timely manner to the clinical accurate up-to-date records of patient communication, appointments and relevant information.Provide information and advice about dental services and access to NHSemergency dental care including out of hours services.Receive and transmit information electronically using the relevant systems.Collect patient payments and use a proactive approach to prevent debts. To be responsible for reconciliation of all payments and to account responsibility for security of machine for card payments and ensure receipts are stored patients records that have outstanding accounts with the dentalsoftware computer program and record progress and findings on aspreadsheet.Provide general clerical support including letter writing correspondence where able to prioritise own work load in line with managerial guidance.Efficiently process referrals both via online referral system or paper, inputdata on the 18week tracking system and dental electronic software appointments according to priority and monitor and maintain waiting lists to ensure patients are booked in the correct order and have a smooth pathway throughout their treatment journeyHave a good working knowledge of dental softwareFiling and retrieval of patient paper records for use in daily clinical sessionsMonitor, maintain and update waiting lists on the computer systems forservices such as domiciliary visits, sedation and recall waiting lists. Monitor and book appointments in line with clinical need, national targets 18 weeks RTT and commissioner set KPIs.Provide occasional clerical support for clinicians when required includingtyping of clinical letters and general administration with departmental surveys/audits by distributing and collatinginformation.Administrative contact with other services/departments GDPs, OMFS,Mental Health Teams, Dental Laboratories) at the request of clinicians orsenior dental leadership all estates works, equipment failures or breakages are reported to the appropriate to different clinics across the service and work at other sites be an allocated key holder for designated clinics which includesresponsibility of opening/closing clinic and de-activating/setting alarm.

Person Specification

Qualifications

Essential

  • Minimum of 3 GCSE’s or equivalent

Desirable

  • Relevant NVQ’s Customer care or administration
  • Trained and examined in word processing and keyboard skills

Experience

Essential

  • Experience of keyboard and willingness to learn computerised systems
  • Experience in a Reception or Customer service role
  • Experience of management of appointments and accurate handling of cash, receipts and banking procedures

Desirable

  • Experience of working in the NHS
  • Experience of working with a dental or medical team
  • Experience of dental software systems preferably R4

Personal Disposition

Essential

  • Willingness to travel to different locations to undertake role effectively
  • Adaptable to changing circumstances and flexible in approach to working
  • Awareness and acceptance of rights, needs and respect accorded to colleagues and service users. equal opportunities/diversity/cultural differences
  • Car driver and use of car

Experience

Essential

  • Experience of Microsoft Office Excel, Word, Outlook

Knowledge

Essential

  • Understands & promotes equality, diversity and human rights in accordance with legislation, policy and procedures

key skills

Essential

  • Demonstrable computer skills

key skills

Essential

  • Clarity of expression and ability to communicate with members of the public from many diverse groups

Knowledge

Essential

  • Understanding of confidentiality in the workplace

Desirable

  • Knowledge of waiting lists and national targets (18wk RTT)
Person Specification

Qualifications

Essential

  • Minimum of 3 GCSE’s or equivalent

Desirable

  • Relevant NVQ’s Customer care or administration
  • Trained and examined in word processing and keyboard skills

Experience

Essential

  • Experience of keyboard and willingness to learn computerised systems
  • Experience in a Reception or Customer service role
  • Experience of management of appointments and accurate handling of cash, receipts and banking procedures

Desirable

  • Experience of working in the NHS
  • Experience of working with a dental or medical team
  • Experience of dental software systems preferably R4

Personal Disposition

Essential

  • Willingness to travel to different locations to undertake role effectively
  • Adaptable to changing circumstances and flexible in approach to working
  • Awareness and acceptance of rights, needs and respect accorded to colleagues and service users. equal opportunities/diversity/cultural differences
  • Car driver and use of car

Experience

Essential

  • Experience of Microsoft Office Excel, Word, Outlook

Knowledge

Essential

  • Understands & promotes equality, diversity and human rights in accordance with legislation, policy and procedures

key skills

Essential

  • Demonstrable computer skills

key skills

Essential

  • Clarity of expression and ability to communicate with members of the public from many diverse groups

Knowledge

Essential

  • Understanding of confidentiality in the workplace

Desirable

  • Knowledge of waiting lists and national targets (18wk RTT)

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .

Additional information

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .