DATE: November 2016

The West Coast District Health Board is committed to the principles of the Treaty of Waitangi and the overarching objectives of the New Zealand health and disability strategies.

Position Title: / Karamea Medical Centre Receptionist/Telephonist
Reports to: / Buller Health Medical Centre Practice Manager
Key Relationships: / Internal:
Doctors
Nurses
Buller Medical Services administration team
Casual Receptionists and Cleaner
West Coast DHB Practice Advisor
Trades staff
Allied Health staff and visiting clinicians
CBU, X-ray
Patient Records Officer/Booking Coordinator, Buller health / External:
Patients
Agencies – Winz, ACC, Insurance
Other GP practices
St John
Contractors
Role Purpose: / The Receptionist/Telephonist is responsible for providing a quality primary care service that ensures patients get efficient and appropriate access to services that and to assist with the effective running of the Practice.
The key deliverables are –
  • Managing the point of entry providing excellent service to patients on arrival, arranging appointments and facilitating all reception duties.
  • Revenue gathering.
  • Managing the enrolment process to ensure patient information is complete and accurate.
  • Ensuring clinic administration runs smoothly and efficiently.

Complexity: / Most challenging duties typically undertaken or most complex problems solved:
  • Determining eligibility for enrolment.
  • Managing patient needs and challenging behaviours.
  • Accurate scanning of patient documents.
  • Following up unpaid fees.

KEY ACCOUNTABILITIES:

The Receptionist/Telephonist is responsible for: / The Receptionist/Telephonist will be successful when
  1. Managing the point of entry for the practice
Liaising with Karamea Clinic staff and patients /
  • The templates for doctors and nurses are set up as required.
  • Patient appointments are made and entered on the templates.
  • Service users/patients are greeted on presentation at the clinic.
  • The waiting rooms are kept tidy and well maintained.
  • Users/patients are kept informed of any delays for service.
  • Patient queries are addressedand directed on as appropriate
  • Requests for repeat scripts are received and forwarded as required.
  • Clinical staff appointments for the next day are printed out before close of business.
  • Revenue is gathered as required ensuring:
  • Invoicing for services and for unpaid fees is completed in a timely way.
  • Patients are informed of fees payable
  • Fees payable for appointments and scripts are collected within timeframes set.
  • Follow up calls re unpaid fees are completed within required timeframes.
  • Payments received (flowchart) are recorded (on Medtech) and receipted.
  • The cash float is correct.
  • The cash up and balance is completed at the end of the day and banking is completed weekly.

  1. Managing practice enrolments
Completing a variety of administrative tasks for the Karamea Rural Clinic ensuring that these are completed accurately and within required time frames /
  • Eligible patients are enrolled in the practice in accordance with policy and procedures.
  • The accuracy of enrolled patients’ detailsis checked on presentation along with their smoking status and the National Enrolment database is updated as necessary.
  • Patients are re-enrolled every 3 years if not seen in this time.
  • Patient files GP to GP are requested as required and information/documents from the new patient’s file is loaded/ scanned onto Medtech
  • Patient details are changed as required.
  • The provider and reception inboxes are cleared and allocated to appropriate file on Medtech
  • Documents are scanned into Medtech as required.
  • A weekly update of deceased patients is prepared.
  • KARO reports to register and eSAMare updated as required.
  • Patient notes are filed in a secure file room in a timely way.

  1. Supporting the smooth running of the clinic and its services
/
  • The ordering of equipment, stationary and clinical supplies meets staff requirements and is timely.
  • Bloods and lab samples are prepared in a timely way as required.
  • Act as a chaperone to GPs when a nurse is not available or if equipment is needed.
  • Monthly recalls are checked and appropriate action is taken.
  • New members of staff are inducted and trained as required.
  • Security checks are undertaken as required.
  • BEIMS are forwarded as required and timely liaison with trades staff/contractors takes place to facilitate completion of work.

  1. Complying with legislative obligations
Upholding consumer rights /
  • Awareness of and compliance with relevant legislation applicable to daily work is maintained, ie Privacy Act 1993, Health & Disability Act 1994 and the Consumers’ Code of Rights.

  1. Health and Safety
Maintaining a high quality, safe and secure work environment by following relevant West Coast DHB and divisional policies, protocols and standards.
Keeping yourself safe, advising OSH representative of any hazards /
  • Takes responsibility for own safety and ensures that no action or inaction on his/her part will cause harm to any other person.
  • Complies with the WCDHB’s Health and Safety policy and procedures and participates in plan development and Health and Safety Training as appropriate.
  • Brings health and safety issues to the attention of the Health & Safety rep.
  • Documents health and safety incidents on Safety 1st.

  1. Quality
Ensure a quality service is provided in your area of expertise by taking an active role in quality activities, identifying areas of improvement. /
  • Contributes to quality improvement initiatives including Cornerstone accreditation.

PERSON SPECIFICATION:

Qualifications & Experience (indicate years of experience required and level of learning)
Essential
  • Able to maintain confidentiality and use discretion.
  • Ability to prioritise tasks
  • Superior time management skills
  • Good interpersonal and communication skills
  • Able to work unsupervised and prioritise workloads.
  • Possess ability to work co-operatively and efficiently.
  • Possess a high level of initiative.
  • Be able to work as part of a team.
  • Accountability
  • Have well developed interpersonal skills including the ability to be comfortable with people of all social standards, cultures and abilities.
  • Be culturally sensitive, with an understanding of the Principles and Articles of the Treaty of Waitangi.
  • Flexibility to work extra hours if required.
  • Be able to complete relevant documentation as required.
  • A high level of self-presentation.
  • Able to work under pressure and meet deadlines.
  • Commitment to on-going self-development
/ Desirable
  • Medtech 32 knowledge
  • Previous Health related experience
  • Ability to flex up and provide additional staff cover

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed in this job classification. Employees may be requested to perform job related tasks other than those specified.