Job Details
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Job Description
Main Purpose:
- Ensure reception, registration and admission of patients coming to MSF health facilities and prepare the patient for his/her consultation according to MSF protocols.
Accountability:
PHONE CALL AND RECEPTION
- Answer phone calls and takes messages
- Present the functioning of the MSF Clinics and inform the persons about the services provided
- Give, follow and organize the patient’s appointments in the MSF Clinics and appointments for referrals when needed.
- Welcome patients and visitors in the MSF Clinics
- Inform the patient of the patient flow, waiting time and any information asked
- Ensure the availability of a comfortable waiting area for the patients and their relatives, accompanying persons and visitors
- Be attentive to patient comfort and to the needs of the patient in the waiting area.
- Reminder calls: Call the patients a day in advance to remind them of their appointment (for intake)
- Ensure that non-Arabic or non-English speaking patients are called by an interpreter
MEDICAL FILES MANAGEMENT
- Maintain and secure all the written and electronic medical files inside the clinic reception and file room
- Organize the medical files according to the procedure and system
- Retrieval, completion and handover of the files to the authorized personnel
- Record of file movement and ensure all files return to the file room at the end of the day; tracking the file in the clinic if necessary.
REGISTRATION
- Properly register the patient with all necessary administrative information or any relevant information
- Give a new code number for the patient if the admission is confirmed and register it in the golden book according the procedure
- Update patient’s information according to protocols and procedure and ensure maintaining and filing system in good condition
- Ensure, maintain and promote confidentiality regarding all information registered.
- Fill in following documentation sheets: The “white sheet” – scheduled patients, time of appointment, service provider, time (new assessment) ,The “yellow sheet”- actually arrived patients, arrival time, appointment time, language, service provider, interpreter if needed, how many consultations (follow-up)
PATIENT FLOW
- Ensure good flow of patients avoiding overcrowded rooms and having patients standing up for long time while waiting for their turn.
- Ensure that the manager is informed about any difficulties according the patient flow
- Ensure that all patients are referred to their service provider in a short period of time
INTERPRETERS
- Check the necessity of the service of an interpreter for the patient and book an interpreter when needed.
TRANSPORTATION MONEY
- Transportation money is provided for our patients to ensure the accessibility to our clinic
- The receptionist has the responsibility over the transportation money, which is validated by his manager
- The receptionist accountably opens and closes accounts with the Cashier
- Ensure that each patient gets transportation money according to the Zone he or she lives
- Ensure the proper documentation of the transportation money
- Ensure the money is deposited in a safe place during opening and closing hours of the clinic.
ON CALL
- The receptionists are in a rotation system on call every day after working hours from 6.00 pm to 9.00 am and on day off 24h/24h
- Ensure that you carry the emergency phone when you are on call
- Ensure the phone is always charged and reachable 24/7
- In case of a call, ensure that the patient will be seen by a service provider on call as soon as possible
Job Requirements
Education
- Minimum high school diploma
- Essential knowledge of basic mathematics
- Written and spoken English mandatory
- Basic Computer knowledge (word, internet, excel)
Experience
- Previous experience working in a clinic or a hospital or a charity facility is desirable
- Previous experience working in multicultural dimension is desirable
- Experience within a multidisciplinary team
- Interest in working with migrants from different nationalities
Languages
- Essential fluent English and Somali
Others
- Ability in organization and planning
- Good problem solving skills
- Good communication skills
- Ability to work in a team
- Ability to work in multicultural and multidisciplinary settings
- Flexibility
- Able to adhere to strict procedures regarding security issues
- Commitment to MSF principles.