AddressJOB Description
Post Title: HSDC Clinic Reception Team Member (CRT)
Base: The Harley Street Dermatology Clinic (HSDC)
Department HSDC Reception
Responsible to: Clinic Service Manager (CSM)
Accountable to: Practice Manager (Raechelle/Sarah)
Purpose of the Role:
The HSDC Clinic Reception Team (CRT) is a key member of the Harley Street Dermatology Clinic (HSDC) Team. They are responsible.
for supporting the overall Reception function within the clinic, so that patients are seen safely and swiftly. Playing
a crucial part in the day-to-day running of the clinic; alongside The Dermatology Partnership (TDP) Central Bookings, Central Admin Team (CAT)
Team: the CRT’s role is key in delivering an efficient and professional first-class patient experience.
The Clinic Reception Team is a member of the overall HSDC clinic team. This team member will work wholly at HSDC Clinic Location
Overall Responsibilities: (See attached list)
Patient Journey
- Running Reception and Setting Up Clinics as per Standard Operating Procedure
- Checking in patients on arrival
- Message the doctor when the patient arrives via WhatsApp/Soon to be the Phone system
- Preparing & setting up the clinic in the morning
- Printing doctors’ clinic schedules
- Check rooms are ready and equipped e.g., Cryo/Dictaphones (If HCA is not available)
- Patient Questionnaires (PQs):
Appointments
- Book Follow Up appointments
- Rescheduling patients
- Cancellation of appointments as directed by the management team
- Be responsible for the recall management of all patients
- End-of-day clinic responsibilities regarding appointments as per Standard Operating Procedure
Bookings
- Booking Procedures and treatments as per Standard Operating Procedure
✓ Patch Testing
✓ Phototherapy Treatments (UVB or PUVA)
✓ Mole Mapping and Nurse-led Single Mole Checks
✓ Blood Testing / Venesection and other nurse tests
✓ Aesthetics
✓ Cryotherapy
✓ Other Procedures
Financial & Billing
- Tills and Invoicing upon patients leaving
- Self-funding patients
- Insured patients
- Diagnoses Codes
- CCSC Codes
- Post / Mail management - all letters needing posting (which will be found in the usual folder “LTS/Already emailed to be posted”) are to be printed and posted on a daily basis.
prescriptions need to be printed daily for the doctors in the clinic on that day there in, these need to be signed by dr the same day and actioned accordingly (complete spreadsheet, post Rx etc).
- Ensure an accurate audit trail around all patient documentation and communication. All paper copies are to
be scanned as per clinic protocol into patient electronic notes within the Practice Management System as
standard practice.
- All referrals (electronic or postal) are to be managed as per clinic protocol prior to contacting patients.
This ensures not only good customer service but also reduces the potential for incidents and mistakes to
occur.
- Understanding of internal referral process and adhering to it
- Completing accurately Consultant Referral and Charge Sheet and understanding the consequence of either
incomplete, inaccurate, or no completion of this Sheet
Aesthetic and Nurses services:
- Supporting these services fully with administrative duties as per protocol
Department: Clinic Administration Version .01
Locations: Harley Street Dermatology Clinic March 2023
Candidate profile:
An accomplished team player with excellent communication skills use of initiative and the ability to work at pace with
a high level of accuracy. Good numeracy and administration skills are essential. A fast learner with experience in
high-end healthcare services and an understanding of the importance of the patient journey.
- Team Player has the ability to multi-task, prioritise, problem solve and delegate within the clinic coordinator and bookings team.
- Relationships A highly engaging individual who can quickly build relationships with patients and colleagues.
- Work ethic A initiative-taker focused on completing tasks with a high level of accuracy.
- Communication An individual who enjoys engaging with teams and patients. Has good written skills with a
high level of attention to detail.
- Professionalism Demonstrates a professional, confident, and calm approach - inspiring confidence in the
patients and team.
- Commitment To high-quality healthcare and patient journey
Additional Duties
This job description is intended to be a guide and will be subject to review. Changes made following
consultation with the post holder
Department: Clinic Administration Version .01
Locations: Harley Street Dermatology Clinic March 2023
