General Data Protection Regulations
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Category Archives: Receptionist Training
Behind a Cancelled Appointment #Dentist
Its happens to the best of us – most of us as a Receptionist will have at one time or another booked someone in with the wrong healthcare professional. But it’s how you deal with mistake, and the actions we take to ensure that:
- a) it doesn’t happen again and
- b) the patient is inconvenienced as little as possible, most important to remember it wasn’t their mistake they were booked in with the wrong person.
A good friend of mine had this happen to her only last week. She was booked in with a wrong dentist at her Dental Practice – and here is the impact both emotionally and financially it had on her life due to a wrongly booked appointment.
Firstly, the patient has a phobia of the dentist, so to book an appointment in itself is a major ordeal for her. She was told at her last appointment that she needed to have a tooth extraction. The appointment was booked some 6 weeks away – 6 weeks of anxiety about the forthcoming appointment.
No one enjoys going to the dentist but to have a phobia is on another level and unless you understand this you have no idea the stress and anxiety it can cause the patient and those around them.
Her appointment was booked for 10 am last Monday morning. At 9.15 she received a call from the Practice tell her that she had been booked into the wrong dentist (she had been originally registered with the dentist she had mistakenly been booked in with – but because she had gone over a certain period of time without an appointment she had to re-register with the same Practice but was registered under another dentist) She was told that the dentist she was NOW registered with was fully booked for that day, and her previous dentist had refused to see her despite having the half hour appointment booked out.
The receptionist did apologise, and commented that she could hear how anxious the patient was at having the appointment cancelled. She was offered another appointment for the Wednesday at 8.30. She had to refuse this because she had children that she had to get to school and the dentist was a good few miles away from where they lived. She was then offered another appointment on the Friday morning at 10.00.
Now this already had started causing the patient problems. Because of her phobia of the dentist her husband who is self-employed had to arrange to take time off from work to accompany her to the dentist. When he doesn’t work he doesn’t get paid. The patient also works 3 evenings a week, and Mondays were one of her nights to work. Because she was going to have a tooth extraction it was suggested because of the type of work she does that she didn’t go into work that evening, so she had to arrange a swap with someone at her work. So, the cancelled appointment had already started to cause unnecessary problems as she now had to have another night off as the appointment was booked for the Friday which was another night she was scheduled to work.
She didn’t feel she could ask for another swap and she didn’t want to take this off as sickness as she prides herself on her exemplary sickness record and didn’t want to leave her work colleagues under pressure if she phoned in sick. She spoke to her boss and she had to take the night off as unpaid leave – another loss of earnings. Her husband had to also swap work around meaning that he was again losing more money on the Friday morning.
She arrived at the dentist, with her phobia now causing her concern she looked for reassurance from the dentist – which sadly she didn’t get. She was given the injection and asked to sit in the waiting room – the injection didn’t seem to take, so she was given a second and third injection before being told that it hadn’t taken and therefore the dentist couldn’t do the procedure. She was told she would have to be referred to the hospital to have the extraction done under a general anaesthetic and was told to expect to wait between 3-6 months. She really wanted to have this procedure done and dusted just to get it out-of-the-way and she certainly wasn’t keen on the thought of having a general anaesthetic, but understood why this would have to be done.
So, she was sent home, she had paid for the extraction that she didn’t have. On top of that now having to take a night off work without pay as well as her husband losing another half day’s wages. This tooth extraction that didn’t happen had now cost them both a lot of money.
10 minutes after leaving the dentist her mouth went completely numb and she couldn’t feel a thing, making her question if she could have indeed had the procedure done after all. She did feel that the dentist had certainly rushed through the appointment.
All of this causing annoyance and stress which could have been avoided if she had been put in with the right dentist when the appointment was being booked.
The importance of getting the appointment right is not only for the benefit of the Practice but also the benefit of the patient – you never know what is behind a cancelled appointment.
Customer Service #LondonTransport
My training often involves me travelling to London.
Growing up I lived on the outskirts of London and the underground was very much part of my life often travelling on my own at a young age. Fast forward a few decades and here I am once again using the underground as a way of getting to my destination.
I still find travelling on the tube kind of magical, I absolutely love people watching and amazed at the speed that the tube takes me to my destination, many times almost taking me to the door of where I need to go.
There are often many options of the routes that I can take and this gives me the option of travelling one way and back a completely different route.
When I am asked to host a training session it involves me having to do a lot of research before going. Planning my travel, choosing the best routes to take. Taking in account how many times I might have to change and go onto another line, to planning the distance from the tube to the organisation that I will be doing the training. Time management is vital for my job.
I love the fact that I can use my debit card on all the transport including buses, no worries about having to purchase different travel cards or standing in endless queues to purchase a train ticket. Having this system can often mean that I can alter my route at the last-minute (often to pop off and do a bit of retail therapy!)
But what I have found every single time that I have travelled on the underground over the past couple of years is the brilliant customer service that the London Transport staff have shown. Every single time I have had a question be it for the best route to take or simply asking what platform I need to go to. Every single member of staff has always given me clear easy to follow instructions, every single member of staff have always been polite, friendly and always have had a smile on their face. Not only has their knowledge of the underground been incredible their local knowledge outside of their station is also exceptional.
I am useless at following maps and often when you come out of the underground there are several exits from the station which can at times be very confusing. I have often asked a member of staff for directions to a certain point, or even a Road by name and every single one of them has always given me good clear instructions. This has made my journey so very stress free.
Thank you London Transport your staff are a credit to an amazing service that you give to us all, and they can often make what could be a stressful journey a lot easier just by being the kind helpful people that they are.
Dealing with the Bereaved #caring
It’s been a tough couple of months. 2 very close friends have lost loved ones and 2 family members have died. 2 of them young woman in their 50’s losing their life to that horrendously awful disease CANCER. Every single one of them leaving behind broken-hearted family and friends.
I have shared their journeys through the caring for their loved ones and it saddens me to hear that they had many battles along the way. Getting much-needed appointments, lack of communication between different organisations and sadly just not enough resources in the NHS to assist them in their caring. But also, the many different positive stories they shared about the many different GP, hospital staff and voluntary organisations that often helped make the day that bit better for their professionalism and caring natures.
Often when someone is ill, especially terminally life is very hard on the people caring for them. They often have very little support or no support at all. One of the carers had to give up their job to care for their wife so he could accompany her to the many appointments for chemotherapy and radiotherapy and to the many visits to A&E and the GP. They had to be the “strong ones” Every single bit of help for them (the carer) goes a very long way in their fight to give their loved one the best possible care that they can………………but they need support from so many other organisations to be able to do this.
The carers often get worn down, quickly feeling low or even getting depressed and often face financial difficulties. Who cares for the patient if the cater gets ill?
Attitude, communication, empathy, time, and listening skills don’t cost a lot but can be invaluable to the carer – and the patient.
If you are aware of such a carer needing a doctor’s appointment please communicate, have empathy and use your listening skills. Try and accommodate an appointment that will allow them to fit in around the caring that they are doing. They might find a telephone consultation easier. Some carers are worn down by the sheer volume of the day-to-day caring and fighting for their loved one. When it comes to them seeking attention for themselves they just don’t have the fight in them anymore. You need to be their “fight” When someone is watching their loved one suffering in pain, they don’t need any extra pressure.
When I was a Receptionist I was often faced with terminally ill patients. People that were caring for loved ones with terminal illnesses and often them needed to be treated as a patient due to the stress of being a carer.
I still remember the first time I dealt with a family member who had just lost their loved one to cancer. They came into the surgery to collect the death certificate. This was the first time that I had ever come face to face with someone who had just had a death in their family. I was lost for words. I didn’t know what to say, so I said nothing and I felt bad for this afterwards. I just didn’t know what to say. I didn’t want to upset the person.
I also was “surprised” at how some people behaved when then had just lost a loved one. Some would appear to be “happy” even cracking jokes, some would come in and were obviously very upset, some would come in and wanting to blame someone for the death of their loved one, others would just act as if nothing had happened.
I had the opportunity to go on a bereavement training session and this explained so much to me. It taught me why people react to death in many different ways.
The training explained the different emotions that people might be going through immediately after the death.
Shock: It may take you a long time to grasp what has happened. The shock can make you numb, and some people at first carry on as if nothing has happened. It is hard to believe that someone important is not coming back. Many people feel disoriented – as if they have lost their place and purpose in life or are living in a different world.
Pain: Feelings of pain and distress following bereavement can be overwhelming and very frightening.
Anger: Sometimes bereaved people can feel angry. This anger is a completely natural emotion, typical of the grieving process. Death can seem cruel and unfair, especially when you feel someone has died before their time or when you had plans for the future together. We may also feel angry towards the person who has died, or angry at ourselves for things we did or didn’t do or say to the person before their death.
Guilt: Guilt is another common reaction. People who have been bereaved of someone close often say they feel directly or indirectly to blame for the person’s death. You may also feel guilt if you had a difficult or confusing relationship with the person who has died, or if you feel you didn’t do enough to help them when they were alive.
Depression: Many bereaved people experience feelings of depression following the death of someone close. Life can feel like it no longer holds any meaning and some people say they too want to die.
Longing: Thinking you are hearing or seeing someone who has died is a common experience and can happen when you least expect it. You may find that you can’t stop thinking about the events leading up to the death. “Seeing” the person who has died and hearing their voice can happen because the brain is trying to process the death and acknowledge the finality of it.
Other people’s reactions: One of the hardest things to face when we are bereaved is the way other people react to us. They often do not know what to say or how to respond to our loss. Because they don’t know what to say or are worried about saying the wrong thing, people can avoid those who have lost someone. This is hard for us because we may well want to talk about the person who has died. It can become especially hard as time goes on and other people’s memories of the person who has died fade.
The training was excellent and I would really recommend if such a training course becomes available. I understood and was able to deal with bereavement a lot better. I was also able to communicate better, had empathy and my listening skills often came into good use. I felt I made a difference. I was more confident to talk to people and ask how they were coping and make sure that I did everything in my power to make their visit to the Surgery went as smoothly as possible.
People often appreciated this, and would often say that I would be the first person that day that had acknowledge their loss.
Being recently bereaved can often be a very lonely place.
When I was a manager I instigated a Special Needs Board – this was extremely helpful to Reception staff when it came to identify patients that had just died or were terminally ill.
See blog post: Special Needs Board http://t.co/wnWKmxHV
As a Receptionist, its important how you react to someone who has just had a bereavement. Knowing that this person might have needs (especially if they are a patient) and how you can make such a great impact on them.
How you treat them can give a lasting impression. Make it a good impression and not a bad one.
Just how important are Telephone Messages #AnswerMachine
Just how important are telephone answering machines? VERY important as it keeps your customers informed of you’re opening days and times.
Last week I needed to contact my dentist for an urgent appointment. He is a one-man dentist, with a hygienist and a nurse/receptionist. When he has any time off the practice closes.
I rang at 09.00 last Monday morning, the telephone just rang and rang, no one answered and there was no telephone answering message. I thought they might be starting at 9.30 so I range again – still no answer. I did think this was strange as usually when he has been away on holiday he has answered the phone via his mobile and has advised from there. This time there was nothing.
I tried again just after lunchtime and again around 4.00 pm. I wondered if perhaps he was having a long weekend off. I even checked that I was ringing the correct number.
I tried again the following morning, at 9.00 and 11.00.
The worse part for me was the not knowing. Had there been a message to say how long the surgery was going to be closed for I could have then made a decision to either wait and see him or to seek treatment elsewhere.
As I needed an urgent appointment I telephoned another practice locally and was luckily enough to get an appointment that same afternoon.
Just as well I did as I was told that had I left it any later I would have probably lost the tooth.
I have been with my dentist for over 9 years. No reason to change to be honest, I am not fond of the dentist at the best of times, but he always seemed to be good enough.
I actually found the new dentist to be extremely pleasant, she made me feel very much as ease. The surgery surroundings were very relaxed and the Receptionist was lovely, she chatted away. I felt far more relaxed when I went in to see the Dentist and she talked me through what she was going to do. The surgery was also much closer to home and there was free parking where I used to have to pay for parking at my other dentist and to add to it all the new dentist’s overall charges were considerably a lot cheaper than my regular dentist.
Taking everything into consideration I have decided to move to the new Dentist, it suits my needs much more, but I didn’t realise that until I was forced to visit the new surgery.
Had my old dentist had a telephone message advising how long the surgery would be closed for I would probably still be going there now.
So, it is vital that you have a good telephone message set up on your phones. Ensure that the message is appropriate and you might have to change a message if you have the following:
- Morning opening times that differ
- if you close for lunch – state what time you open again at and leave any emergency numbers as appropriate.
- Evening closing times differ – again leave any emergency numbers
- Friday night – leave messages appropriate for weekend closing and again leave any emergency numbers
- If there is a bank holiday, please ensure that this is mention in the last message before the holiday.
Get someone who has a good clear voice to record the messages. It is essential that they speak slowly and clearly and repeat any emergency telephone numbers twice.
Get someone to check the messages regularly to make sure they are the correct ones.
If you do not want anyone leaving messages add this to your message and make it clear that the service does not accept telephone messages. If you don’t people will use it as a message machine.
There is nothing worse that getting a telephone answering message that is out of date or wrong!
Having the correct telephone message on your answer phone is important. You could lose customers if it’s not.
© 2011-2017 Reception Training all rights reserved
Does your Receptionist recognise signs of Sepsis. A Patients Story #Bournemouth Hospital
There has been a lot of publicity recently regarding Sepsis. This is aimed at raising awareness and those that work in the GP surgeries and Hospitals will know on too well that this will create fear amongst some patients and therefore will be more than likely phoning the Surgery/Hospital for advice.
We are being told Sepis should be treated urgently as we would a heart attack.
For all Receptionists, Secretaries and Administrators who could be faced with a query regarding this are you fully competent to deal with it? Would you be confident in dealing with a call that could be Sepsis? I must confess I am not sure I would be able to identify this emergency a few weeks ago, but I feel a lot more confident now that I have read up on it.
You probably have procedures and policies in place for dealing with a heart attack. Have you a procedure or policies in place to deal with sepsis? Perhaps at your next team meeting you could put this on your agenda or speak to your Reception Manager or Practice Manager about having one written up.
The most important thing is that you know the facts about Sepis and what is expected from you as a Receptionist if you take such a call. Don’t be one of those surgeries/hospitals that could be highlighted as missing something that might be so obvious to someone who knows what Sepsis is.
Many doctors view Sepsis as a three-stage syndrome, starting with Sepsis and progressing through severe Sepsis to septic shock. The goal is to treat Sepis during its early stage, before it becomes more dangerous.
Sepsis usually comes with a probable or confirmed infection and includes several symptoms. These perhaps can be discussed with a Doctor and the Receptionists and a guide of what questions to ask the patient.
Septis has to be treated quickly as the patient can go downhill very quickly
A chart that I found very useful to help identify some of the symptoms:
A very interesting clip from the Royal Bournemouth Hospital highlighted a patients experience and how his Sepsis was nearly missed. They are keen to spread awareness. Well done Bournemouth Hospital for sharing this short film.
Published on July 13 2016.
Sepsis is a medical emergency, here at RBCH we are keen to spread awarness and listen to patients experiences to improve care.
Patient criticised on Facebook #confidentiality
We often talk about confidentiality in Receptionist meetings and the backlash that it can cause by discussing other people on social media sites. Even worse if it is linked to your job when you have signed a confidentiality agreement.
Another headline to hit the paper only the other day was
“Hospital apology after doctor criticised motorbike victim on Facebook.”
A doctor who attended a fatal accident wrote a post on her Facebook page stating she had been the first medic on the scene and the accident was gory and had the most horrific outcome.
She went on to say that the motorcyclist was not wearing a crash helmet, saying that they are not a fashion statement and they are worn because they save lives.
The family of the motorcyclist was quite right by being deeply hurt by her post and the hospital where she works has had apologised for her Facebook post.
She never mentioned the motorcyclist by name, but there are many other ways that you can identify a person other than by name.
She is more than likely a very good doctor, and was more than likely extremely upset by the accident and the sad loss of a young persons life. But she should have never put this on her Facebook page.
It’s a shame that her job could be in jeopardy but a lesson to us all. When it comes to anything to do with work, think before you post it on any social media site.
Your opinion could be very offensive to someone.
© 2011-2017 Reception Training all rights reserved
Happy Patients #guestpost
The guest post today is from someone I don’t personally know, but with her permission I would like to share it with you, and to stress how important it is to keep patients informed when the Doctor or Nurse is running late. Quite often patients are not annoyed at the delay in their appointments, it the “not knowing and lack of communication” that can quite often bring on frustration and anger.
By informing the patients that there is a delay you are taking away a possible frustrated patient coming to the desk demanding to know what is happening when their appoitment times has come and gone – it then too late the damage is already done – the patient is angry and you as the Receptionist is more than likely to get the brunt of it.
Guest post:
“I had a Hospital apt today at Aintree Hospital here in Liverpool mum came with me, the clinic was running late. Billy the senior HCA was rushing around everywhere making sure everyone was ok and informed us all of the delay “no wonder he’s so thin he never stands still” mum commented. We went through from 1 waiting room to another and was again informed of the delay that there were 3 doctors on and were doing their best. Around 10 minutes later mum started nattering to the lady sat next to her, the lady said “there is a delay my apt was at 10:30am” mum “it is what it is, where would we be without our NHS”. No amount of waiting time is a problem for me or my mum if it means we keep our NHS, I am NHS staff myself and I love our care system its the best in the world and we should all fight to keep it. The poor doctor I saw had a packet of biscuits on his desk to keep him going, clearly working through his lunch”
I have previously written a post on keeping patients informed:
When The Doctor/Nurse is running late. http://t.co/Tlnpi4OD
Why are feedback forms so important?
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Your organisation tells you that you are booked in for some training — what are your thoughts? Do you dread the forthcoming training, do you embrace it with a view to learning more and thus helping your career to move forward, or are you happy to go along with an open mind?
Every trainer has a mixture of these candidates at the start of most training sessions. There are those that don’t think they need training and those that will embrace the training wanting more, and those with an open mind are often pleasantly surprises.
Staff often have to attend outside of they’re working hours, even on their day off, some are lucky enough to do the training in their normal working hours. So as a trainer you have to make sure that the candidates have felt their time has been worthwhile.
As a trainer my goal is to have everyone “reading from the same page” by the end of the training session. It is important to involve everyone in some way throughout, turning negatives into positives and most of all making the sessions relevant, interesting and interactive.
Training can be tiring and after a 3-hour session people are more that ready to go on their way and then bang — at the end of the session I produce the dreaded feedback form to be completed asking for comments on the training session. I sense the silent groans as people rush through their form before they leave.
Have you ever stopped and wondered what is done with these forms and how important it is to the trainer and future training?
As a trainer I take the forms seriously. Firstly, they rate the session from 1 – 10 (ten being top marks) and my ability to hold an informative and interesting session. I pride myself on getting mainly 9 and 10’s.
I take great care in analysing the forms. I pride myself of getting mainly 9 and 10’s, but if I every get around 6-7 I would be looking at that part of training and asking myself was relevant to that group – or is it a part of the training that I should be changing or updating.
I look at what the candidates found the most interesting in the training, what did the candidates feel they gained from the training and how will they will hope to apply this back in their workplace. Deciding what material to keep in the next few training sessions ahead.
No two training courses are the same either — this all depends on the candidates and the part they play in the training, and for me an important part of the training as this is where I can learn from them. Questions are asked, solutions discussed and new ideas thrown around. The training offers many different scenarios that often raise questions and answers.
So next time you are faced with a feedback form, not only are you helping the trainer identify future training needs you are also helping future candidates in getting a well planned and thought out training session.
© 2011-2017 Reception Training all rights reserved
Phoning a Patient at Home
Does your Practice have guidelines on phoning patients at home? We all know of the obvious one and that’s not to leave a message of any kind on a landline because of confidentiality.
But when is it a good time to phone when you need to speak to a patient? Perhaps it’s relaying on a message from the Doctor or Nurse, or just to let them know there is a prescription to collect due to recent tests coming in.
I will give you an example on how consideration should be made when phoning a patient at home.
Someone close to me has for the past 6 years been trying for a baby without any success. The couple have been through many hospital and doctors visits, pregnancy results and alternative treatment to try help them achieve a pregnancy. They finally went through IVF earlier in the year with the daily injections, hormone changes and finally the heart-breaking news that it hadn’t worked. They set their sights on more IVF in 3 months’ time. An eternity to them both. But to all our surprise and delight a month after the failed IVF they fell pregnant naturally.
Fast follow to her being 6 months pregnant. She hadn’t had an easy time, morning sickness and fatigue hit with a vengeance, she also has an over active thyroid that needs monitoring throughout the pregnancy and she also found out that she was rhesus negative blood type and tests would have to be done when the baby was born to see if she needed an anti D injection but the delight of finally being pregnancy got them through all of these hiccups.
Her symptoms were getting worse and she was feeling poorly with no energy she seen the doctor and bloods were sent off to check for her iron levels.
So last Wednesday morning she was in bed. It was 7.55 and the telephone rang downstairs. They have elderly relatives and she immediately worried something was up. No on every phones at that time unless its urgent she thought.
She rushed out of bed, rang down the stairs and as she picked up the phone it stopped. She waited for a message but then her mobile started ringing upstairs – she panicked as someone was trying to get hold of her.
As she ran upstairs to get to the phone she tripped on the stairs and fell. In the panic she got up and answered the telephone to find it was her Doctors Receptionist telephoning to say that there was a prescription in reception for her to pick up for iron tablets.
As you can imagine she was upset as the fall. As the day went on she couldn’t feel much movement from the baby and this caused her a lot of distress, until she finally telephoned her midwife to asked her to come straight into the maternity hospital to check the baby and to have an anti D injection.
So, did the Receptionist really need to phone at 7.55 in the morning? I don’t think so. This telephoned caused a lot of unnecessary worry and inconvenience not to say how awful it could have been – but we wont do there! And not to mention how bad the Receptionist would have felt had she had known about the fall.
There should always be a guideline for people being telephoned at home unless it is urgent of course. 7.55 is far too early, what if it had been an elderly or disabled person doing the same thing? A fall could have been a disaster for them.
When training staff I always told them unless urgent no patient should be telephoned at home before 9.00 and if possible leave it until around 10.00.
More and more surgeries are opening up earlier than every before, so perhaps guidelines should be set to what time Receptionists can start to phone patients.
© 2011-2017 Reception Training all rights reserved
Beyond the Reception Desk 