Detailed job description and main responsibilities

1. Communication and relationship skills

• Working closely with the duty dentist and dental nurse ensuring all necessary paper work is ready for them to be able to carry out their duties
• Ability to put patients at ease, dealing with patients from diverse backgrounds with varying degrees of need, this may include communicating with carers and support workers as and when required
• Contacting interpreter’s service to book as and when required
• Dealing with phone calls from patients, parents, carers, general dental practices and other medical professionals
• Regular contact via the phone with dental HQ, providing information as and when requested
• Communicating with other CDS receptionists regarding transfer of patient notes and sharing of information
• Attend team meetings when necessary to discuss existing procedures and future plans for the service
• Occasional note taking at team meetings

2. Knowledge, training and experience

• Good customer care skills
• Professional telephone manner
• Good standard of education
• Computer skills – Microsoft office / excel 
• Maintain relevant statutory and mandatory training
• Flexibility to work in other dental clinics when required to ensure smooth running of service
• Work as part of a team, demonstrating flexibility in a changing environment.
• Ability to work independently using own initiative

3. Analytical and judgement skills

The post holder should:

• Managing cash transactions taken when patients who are not exempt from NHS charges, including necessary banking processes.
• Ability to follow archiving procedures for archiving of patient records
• To be responsible for dealing with petty cash requests

All of the above to be carried out in accordance with MCH policies and procedures.

4. Planning and organisational skills

The post holder should:

• Produce daily lists for clinics and inpatient sessions
• To contact patients that are on the clinics recall list to book appointments, confirming in writing when required and other general correspondence
• To liaise with other professional staff, e.g. doctors, GDP’s, dental nurses and other healthcare professionals
• Maintain accurate and efficient appointment systems, waiting lists and recall systems for all clinical staff, ensuring clinic sessions are used effectively
• Prepare cash for banking including all necessary paper work ensuring ready for collection
• Assist in the management of dental claims
• Be responsible for the filing of patient records and x rays
• Proactively assist in reducing patient DNA and late cancellations
• To attend departmental team meetings
• Maintain statutory and mandatory training in accordance with MCH Policy
• Monitor stationary levels at clinic and submit request to dental HQ for more stock

5. Physical skills

• When required, to assist patients with mobility difficulties with the dental reception area
• The post holder will be required to monitor and operate clinics using the dental sensei software
• The post holder will on occasion be required to travel between different dental sites to cover sickness and annual leave
• To adhere to the organisations policy for health and safety

6. Responsibility for patient / client care

The post holder should:

• Ensure a professional and ethical level of communication and confidentiality is maintained in their day to day activity
• Ensure all patient information leaflets are up to date and available for patients and staff
• Develop and maintain accurate patient records, both paper based and electronic

7. Responsibility for policy and service development implementation

          The post holder will be:

• Responsible for ensuring that organisational policies, procedures and guidelines (including amendments and updates) are implemented within the service are adhered to within their own area of work.

8. Responsibilities for financial and physical resources

        The post holder will be:

• Receive payments from patients and issue receipts following the organisational standing financial instructions
• Ensure that reconciliation of payments are correct at the end of every day and documented following organisational standing financial instructions
• Prepare money for banking
• Maintain a cash float
• Responsible for dealing with petty cash requests

9. Responsibilities for human resources (HR)

• To maintain own training in line with MCH policy
• To promote MCH values
• Act as a buddy demonstrating own area of work to new or less experienced employees such as apprentices or volunteers.

10. Responsibilities for information resources

• To maintain accurate patient records both paper based and electronic
• To ensure all correspondence being sent from clinic adheres to MCH governance standards.

11. Responsibilities for research and development (R&D)

• The post holder will be required to maintain competencies necessary for the role and to highlight any shortfall to the administration manager

12. Freedom to act

        The post holder should:

Work within the service guidelines and be governed by policies and procedures outlined by the organisation