Receptionist/Medical Administrator

Job Description:

This post is responsible for manning IFPA Clinic reception desks and welcoming clients to the clinics.

The postholder will, as part of a team, manage client appointment diaries using the Helix booking system.

This post is responsible for general office duties and the smooth processing of payments, documents, and preparation of clinics.

Job Particulars:

• The role is a 5 day per week Monday to Friday - 35 hours working week.
• 4 of these days are a part of a permanent role and 1 day is a maternity leave cover.
• The role is based in our Tallaght clinic

Key Responsibilities

Reception Duties

Welcome and greet all clients and visitors to the clinics.

Answer phones in a polite, consistent manner, adhering to the appropriate telephone etiquette as set out in IFPA protocols.

Book client appointments, including contraception, early medical abortion and cervical smear appointments to the appropriate doctor, nurse or counsellor.

Open and close the clinic as per IFPA procedure.

Client Diary Administration

Register new clients on the Helix electronic client diary system and update information on existing clients.

Set up appointments schedules on the clinic diary system consistent with the doctor /rota (including appointment length, account types).

Monitoring Helix appointments to ensure availability is utilised to capacity.

Respond to Helix "tasks" and monitor clinic email.

General Office Duties

Chart tracking/collection; data entry, appointment scheduling, preparations for clinic, knowledge and daily use of Helix computer systems.

Clinic preparation, make all relevant appointments for patients attending clinic, photo copying and scanning as required.

Direct liaison with patients to provide information in relation to the clinic and handle relevant patient queries.

Ensure all appropriate documents, tests/results requested by medical staff are available.

Process client payments, medical card, pregnancy counselling and Cervical Check appointments through the Helix system.

Liaise on a daily basis with clinical staff and manager to ensure highest quality care for patients.

Stock Control

Monitor and order:

office supplies including stationery, printer ink, paper, envelopes, postage stamps.

Cleaning supplies including bins yellow, green, black, white.

Medical and clinical supplies including PPE, EMA drugs, EMA supplies (low sensitivity tests and booklets), urine dipsticks, PTs, swabs, pills, lab supplies, emergency box, Cytology, Histofreeze and procedure kits.

Person Specification

Requirements:

Proficiency in general administration, including cash handling, electronic payments, diary management, appointment scheduling and receptionist duties.

Excellent communication abilities, including a high standard of oral and written English.

Familiarity with online systems/processes, social media and other applied technology communication tools.

Previous experience of working in a healthcare setting, particularly in relation to women's health services, is desirable.

Ability to engage empathically and appropriately with clients while maintaining appropriate professional boundaries.

The IFPA believes:

In full access to high quality information, education, and health services regarding sex, sexuality, conception, contraception, safe abortion, and sexually transmitted infections.

In the right to decide freely on the number and spacing of children, if any, so that every pregnancy is a wanted pregnancy.

That abortion services should be available as early as possible and as late as necessary.

In equal rights for all people and their empowerment in obtaining full participation in, and benefit from, social, political, and economic development.

In the right to enjoy a fulfilling, positive, and healthy sex life.

In working in alliance with all those who share our aims and in cooperation with interested governmental and non-governmental bodies.

In high performance, ethical standards, and transparency throughout our organisation.

The IFPA expects all staff to:

• Work together to demonstrate ethical, professional behaviours at all times.
• Communicate with honesty and openness and be inclusive of ideas and opinions from all colleagues when making decisions.
• Be accountable for their actions and act with professionalism and integrity so that all contributions are recognised and valued.
• Value genuine and long-term relationships so that innovation is encouraged, and respect and diversity are valued as vital to success.
• Evolve as an inclusive, 'can-do' team environment where all staff bring their skills, competencies, passion, and creativity to our ongoing work of change and restoration.

The IFPA expects all clinic staff to:

• Consistently follow IFPA policies and procedures and be knowledgeable about all aspects of the role.
• Understand that client satisfaction is critical to IFPA services, and that all IFPA clients should be provided with a consistently high standard of service.
• Recognise client dissatisfaction and intervene appropriately.
• Contribute to a favourable image of the organisation.
• Adhere to IFPA regulations / procedures regarding documentation and statistical information.
• Protect and preserve confidentiality and integrity of client information.
• Exhibit mutual respect for other staff members and function as a team member.
• Willingly offer or accept assistance when appropriate.
• Adapt positively to changes in the work setting.
• Be positive and energetic in performance.
• Avoid causing clinic delays.
• Demonstrate initiative, resourcefulness, function independently and be efficient.
• Incorporate the principles of continuous quality improvement into all activities.
• Comply with all health and safety procedures to ensure their own safety and the safety of others in the workplace.