Medical Receptionist

**Title**:Medical Secretary

**Aims**: To support Clinicians in providing the highest standard of care to our patients

To provide patients and their carers with respectful, professional care in a considerate, supportive, compassionate, and safe environment where privacy and dignity is promoted and maintained.

**Role responsibilities and Accountabilities**: The following is intended to be a guide and is not intended to be exhaustive.

Responsibilities may evolve as long as all parties agree to the uptake of them.

**The Clinic**

To be the first point of contact for patients/carers with My-ENT clinicians

To provide professional and caring service to all patient and interactions with non-patients

The office phone must be on during business hours (8:30 am -5pm) and diverted to the answering machine or external number outside these hours

The phone is to be answered in a timely, professional, polite, and friendly manner.

Direct and respond to phone calls appropriately.

Ensure patient identification and demographic details are accurately recorded, maintained, and updated in the electronic medical record.

Send out correspondence in a timely manner

Ensure incoming correspondence is entered into the electronic medical record in a timely manner.

Maintain, typing, correspondence, reports relating to clinical/ administration and teaching are actioned as soon as possible

Type dictation if required

Register new patients, enter, and modify data as required

Make sure all relevant information, results are on hand for the consultants before the clinic

Maintain and order stationary for My-ENT

Maintain clinicians’ diaries and calendars and advise in advance of changes to start and finish times of clinics the day before.

Collect, open distribute mail, action/ redirect mail

Manage all urgent mail / delivery/ courier requests

Co-ordination of recommendation for admission forms including contacting relevant parties (including hospitals, anaesthetist, guardian, health funds)

Co-ordinate any services required for the appropriate functionality of the clinics

Inform the directors of any problems that have been identified that may affect the functionality of the clinic

**Patients**:
Refer any queries related to clinical care or patients’ condition to the appropriate clinical staff member in a timely manner.

Report patient feedback including suggestions, complaints and compliments and put into action as directed by My-ENT directors.

Ensure appropriate support services (interpreter services) are arranged for patient appointments to assist patients who may not understand their health care rights

Protect patient confidentiality

Utilize effective questioning skills to interpret the needs of patients and determine patient requirements in a responsive timely manner

Demonstrate empathy, compassion and understanding of patients from diverse, cultural, ethnic, and social backgrounds.

**Clinicians (Doctors, Nurse Practitioners, Audiologists etc.)**

Assist in work related duties of the clinicians, including, but not limited to, professional subscriptions, conference registration, CPD, development documentation/ submission, hospital accreditation, banking/ accounting, payments/ financial transactions (Medicare/ DVA), clinic maintenance, lunch orders, arranging work related meetings and functions

**Workplace Functionality**

Promote a team environment

Show respect to other team members

Actively build trust, rapport and motivate the team members to achieve goals

Maintain a clean, tidy, presentable and safe workspace and reception

If required wear a uniform

Co-ordinate annual leave relief/ sick says with other staff in an acceptable and timely fashion

Co-ordinate breaks with other clinic staff to ensure ongoing functionality of the clinic

Create a work environment where everyone working feels comfortable safe and included.

Adherence to infection control measures put in place by the My-ENT directors

If required, promote the clinic by the means as decided by the directors

If required, Optimize the efficiency in which the clinic is run

**Job Types**: Full-time, Permanent

**Salary**: $55,000.00 - $60,000.00 per year

Schedule:

- 8 hour shift

COVID-19 considerations:
Yes. All who enter the clinic undergo a screen questionnaire & wear masks. Staff wear masks and are vaccinated. Spray shields are set up. Patients are spaced to minimise contact and sanitiser always available. Regular antiseptic cleaning.

**Experience**:

- Secretarial (ideally medical): 2 years (preferred)

Work Authorisation:

- Australia (required)