Application Pack for Medical Reception

Transcription

1 Application Pack for Medical Reception Metropol Medical Centre 2014

2 Metropol Medical Centre Metropol Medical Centre is a family medical practice. The centre is purpose built, modern, fully computerised and very well equipped. Metropol Medical Centre thrives by Placing patient care at the centre of all we do Looking after our staff Exceeding industry and accreditation standards Excellent financial management

3 The Position Medical Receptionist An exciting opportunity exists for a suitably qualified and experienced Medical Receptionist. The position is part time (Approx hours per week) in a busy Medical and Allied Health Centre. The successful applicant will work closely with our GP s, Allied Health, Management and Administration Team to carry out all aspects of reception including Patient management systems Billing and reporting Document processing and Other administrative duties as required Qualifications Qualifications in Business, Practice Management or Administration will be highly regarded. Experience Applicants should have at least two years experience in a busy medical centre or equivalent. Experience using Pracsoft and/ or Best Practice will be advantageous. The successful applicant will be professional, but friendly, enthusiastic, detail oriented, have excellent communication skills, have a passion for people, organised, proactive and action oriented. Metropol Medical Centre encourages and supports all its staff to undertake continuing professional development and training.

4 Medical Receptionist Position Description Position Title: Medical Receptionist Name: Accountable to: Practice Manager Prepared date: 2014 Key objective of the position To provide frontline administrative and reception services to the centre s patients, visitors, Medical and Allied Health staff and Management. Qualifications and/or Experience Qualifications in Business, Practice Management or Administration are preferred Minimum 2 years Medical Reception experience or equivalent Essential Criteria Ability to protect patient privacy and confidentiality Sound communication skills, with the capacity to communicate effectively with Doctors, staff, patients and Allied Health Care Professionals using a variety of mediums (e.g. telephone, written, face to face etc). Ability to work within a team, as well as work autonomously when required Ability to prioritise and organise workflow effectively, be proactive and action oriented Proven computer skills (preferably Pracsoft, Best Practice and Office Suite) Performance Management The position is initially subject to a formal three month orientation and performance review. Formal performance reviews will then be conducted on an annual basis. The Performance Review will include employee self assessment, Practice Manager assessment of performance and identification of ongoing Professional Development needs to fulfill the role.

5 Duties will include but are not limited to: Prior to opening the practice Prepare the waiting room ensure it is clean and tidy, turn on lights, heaters/air conditioner, television, tidy magazines/pamphlets, check posters are up to date. Fill fax machine, photocopier and printers with paper first thing every morning, check supplies at lunchtime Turn off the answering machine and turn the phone system over 15 minutes prior to first patient appointment Print off sufficient copies of the patient information sheet for the front desk General Duties All telephone and face to face contact with patients must be conducted in a professional, friendly and helpful manner. Assist patients where necessary i.e. patients in wheelchairs, with prams or walkers Enter or update patient details in the database i.e. current address phone number emergency contact person expiry date on Health care card and Medicare card ask if they would like to identify as an Aboriginal or Torres Strait Islander Relay messages in an efficient and effective manner Processing billing and banking as well as completing all reporting requirements Ensure your work area is kept clean and tidy, empty your rubbish bin (lunchtime and close of day) Check tidiness of reception area and waiting room throughout the day (ensuing there are no objects for patients to trip over) Monitor office and kitchen supplies prepare orders and replace stock as required Work cooperatively with all GPs, practice staff and stakeholders in a team approach Participate in practice/staff meetings, staff training and development programs and performance reviews Report equipment failures (as per practice policy and procedure), maintenance requirements and issues relating to OH&S (occupational health and safety) Strictly abide by the National Privacy Principles (Private Sector) Act in addition to the Practice privacy and confidentiality policy Notify the Practice Manager of any complaints or concerns from both practice staff and patients Maintain a professional approach to duties Maintain the Pharmaceutical Rep diary

6 Check the fax machine on a regular basis and distribute as necessary Maintain documentation management processing And other duties as required Mail Collect, open (except for mail marked private and confidential ), stamp and sort incoming mail, distribute as appropriate to GPs, Practice Manager etc Prepare and log outgoing mail, take to Post Office daily File and/or scan correspondence once it has been checked and initialled by GPs, before filing/scanning the document initial it for future reference Banking Follow practice banking/reconciliation procedure Insure you receive a tax invoice for petty cash items purchased i.e. tea, coffee, milk, record details in petty cash register Billing Prepare Medicare Claim via the Tyro machine for patients who are to be bulk-billed or issue and receipt tax invoice for private patients consultations/home visits Receipt cheque and EFT payments as necessary Patient Files For all new patients to the practice, enter all details included in the new patient form on Pracsoft. When existing patients arrive at the practice, please check patient Medicare number and expiry date, address and contact telephone numbers. Update if required. Follow the practice policy and procedure for receiving a new patient s health record (who have transferred from other another surgery) Follow the practice policy and procedure when transferring patient s health records to another surgery OH&S (Occupational Health & Safety) Conduct yourself in a manner that will not endanger yourself or others Follow Metropol Medical Centre s OH&S policies and procedures Report any unsafe practices, hazards, near miss incidents and accidents Contribute to safety awareness and promotion by contributing ideas and suggestions Maintain knowledge and practice of infection control/hygiene precautions and Metropol Medical Centre s infection control policies and procedures

7 End of day At the end of the day ensure all patients have been billed Make a copy of tomorrow s appointment diary (in case of an overnight power failure) Process, print and check end of day reports (as per the office procedures manual) Check & sign off the end of day list Physical Demands While performing the duties of this job, the employee may be required to sit, stand and walk for long periods. The employee may occasionally lift and/or move up to 5 kilograms. The position requires the incumbent to be capable of sufficient mobility to enable regular attendance at meetings. Reasonable accommodations may be made to enable participants with disabilities to perform the essential functions. EMPLOYEE S SIGNATURE: DATE : OWNER/MANAGER S SIGNATURE: DATE: THIS POSITION WILL BE REVIEWED IN THREE MONTHS: DATE:

8 Advice to Applicants Thank you for considering an application for a position with Metropol Medical Centre. Please read the following information before applying. Equal Employment Opportunity Employer Metropol Medical Centre is an equal employment opportunity employer. Applications are invited for advertised vacancies from persons regardless of sex, age, ethnic origin, religion, marital status or pregnancy. Preparing Your Written Application When a position is to be filled it is advertised and a selection panel is established. The selection panel reviews all written applications and from these it decides who is to be shortlisted for interview. Short-listing of applicants is based on their statements addressing the selection criteria and CV s. To proceed past the first stage of assessment, it is essential to specifically address each of the selection criterion in the Position Description. Presentation Resume or Curriculum Vitae A resume or curriculum vitae is a history of your employment and work experience and should cover the following areas: Your employment history in chronological order, starting with your current employment and listing the main positions you have held. Details of the positions you have held, including term of employment, the employer, your role and a brief outline of the main duties and/or achievements in those positions. Your educational qualifications and professional affiliations. These should include the full title of your qualifications, the year awarded and the full title of the institution attended. Copies of your academic qualifications may be attached, but are not compulsory. Details of relevant training courses attended and/or development programs you have participated in should also be included. Other relevant information you may wish to include (optional).

9 Answering Selection Criteria Selection criteria describe the particular skills, abilities, knowledge and qualifications required to achieve the outcomes of a position. Applicants are rated against the criteria in order to select the most meritorious applicant. The following process is a guide to assist you in answering selection criteria. 1. Read the selection criteria carefully. 2. Identify the major factors in each selection criterion. 3. Determine how you meet each criterion. a. The introductory assertion may be I possess a high level of skill in b. You should then support this statement, such as In my role of, I have This is an example of a previous situation where you have demonstrated a particular skill or ability giving consideration to what tasks were involved, or how you would apply the skill or ability. 4. Check you have used positive and specific language. Instead of saying We produced a newsletter, outline specifically what you did, for example, I formatted and edited the newsletter. 5. Check that you have addressed the major factors, and that you have not over or under stated your qualifications. Tips Where appropriate, use dot points in your answers to help with clarity it will make your application easier to read. Remember some points will need to be expanded on in more detail. Although there are no hard and fast rules, the suggested length of each response should be 2-3 paragraphs 1 page per criterion absolute maximum. As a guide the more senior the role or the more complex the selection criteria, the more detailed your response should be. Referees Details of at least two referees will be required. One referee should be a recent manager and/ or supervisor or someone who is well qualified to comment on your recent work experience and capacity to fulfil the requirements of the position. You will need to supply each referee s name, position, organisation, business address and contact telephone number. It is important to ask your referees first if they will supply a referee report for you. You should also provide referees with an understanding of the position for which you are applying. We hope this information will assist you with your application