Medical Receptionist

**Medical Receptionist**

**Purpose of the Position**

The Medical Receptionist is accountable for welcoming and greeting all patients and visitors to Mediclinic Clayton, in person and over the phone, with courtesy and respect.

The Medical Receptionist will work closely with the practice team including the Practice

Manager. Overall, the practice team are accountable to the Practice Principals of Mediclinic

Clayton for:

- key responsibilities as listed in duties and tasks below
- maintaining a high level of professionalism and confidentiality
- excellent communication skills, written and verbal
- ability to work independently, show initiative and work productively within a team environment
- ability to communicate with a diverse range of people, with courtesy and respect
- follow up any outstanding tasks issued by Practice Manager and provide updates on a regular basis

**KEY RESPONSIBILITIES**:
**Front Reception**
- Welcomes and greets all patients and visitors to Mediclinic Clayton with courtesy and respect
- Answer the telephone in a courteous and professional manner using excellent telephone etiquette:

- Active listening - rephrase and check information; try not to interrupt; focus on the speaker
- Good phone manners - answer with your name and by the third ring
- Maintain confidentiality
- Make appointments for patients, register new patients, and update current patient demographics
- Assist with registering patients for their electronic medical record (My Health

Record)

**Medical Receptionist - Position Description | Page 1 of 5**
- Facilitate patient flow by notifying the practitioner of the patient’s arrival, being aware of delays, and communicating with patients and clinical staff.
- Issue billing, accounts and receipts to patients accurately. Check with practitioner if uncertain re billing

Maintaining the confidentiality and privacy of patients and their records at all times in accordance with privacy legislation and Practice policies/procedures.

**Patient Management**
- Triage of patients via phone, in accordance with POPGUNS ( **P*rioritisation **o**f **P*atients,

**G*uide to **U**rgency for **N**on-Clinical **S*taff) triage guidelines
- Opening mail and scanning to the appropriate person
- Updating patient medical records with non-clinical information as required
- **Daily Tasks**:

- Processing billing and payments, using medical software
- Medicare Batching and providing copy to Practitioner to sign off prior to sending to

Medicare
- All new patients and double bookings are confirmed via Phone the day before, with accurate notes left on appointment book
- Restock paper, referral forms, and prescription paper
- Check and Open incoming mail, stamp with Received stamp, distribute to practitioners
- Maintaining a clean, tidy presentation of the waiting room
- Restocking brochures, business cards
- Keeping a COVID-19 safe environment, wiping down high-touch surface areas on a regular basis
- Empty dishwasher every morning so that staff can fill throughout the day
- Processing OSHC accounts daily

**Medical Receptionist - Position Description | Page 2 of 5**

Restocking bathroom supplies

**Ongoing Tasks**

**Weekly Tasks**
- Restock paper, referral forms, and prescription paper
- Empty shredding bins in consultation rooms

Clean out staff room fridge

**Fortnightly**

Stock management - report to PM the stock levels for referrals, toners, and stationary

**Monthly**

Ongoing professional development - seek out any additional certificates or training

**Relationships and Review Process**

The Medical Receptionist will work closely with the Practice Manager in the smooth and professional running of the practice and front reception.

The Medical Receptionists will report to, and meet with the Practice Manager on a regular basis, as determined from time to time.

The Medical Receptionist employment will be reviewed within three months from date of commencement, and then on an annual basis.

**Maintaining Privacy and Confidentiality**
- Not using Personal Information in the presence of other patients, that could identify, or reasonably identify a person

**Medical Receptionist - Position Description | Page 3 of 5**

Including: not revealing someone’s full name in the waiting room, not discussing any person’s health information

**Essential Criterial**:

- The ability to maintain a high level of professionalism and confidentiality
- Excellent communication skills, written and verbal
- Ability to work independently, show initiative and work productively within a team environment
- Ability to communicate with a diverse range of people

Ability to ask for help when in need, and working as a team instead of aiming to solve any problems alone
- Caring
- Effective Communication Skills
- Empathy
- Attention to Detail
- Proactive and Strong Problem Solving Skills
- Sense of Humour
- Commitment to Patient Advocacy
- Willingness to Learn

Time Management

**Desirable Criterial**:

- Previous exper