Job responsibilities
KEY COMPETENCIES:
COMMUNICATION - You
will be liaising with doctors, staff and patients.
IT An ability to understand and work
with IT is required to manage the EMIS Medical System and Docman workflow. You
will also use Microsoft Word and Excel spread sheets.
SIGNIFICANT EVENTS MANAGEMENT you will need to identify and report on problems that are
deemed significant events. For instance, a message that wasnt actioned in a
timely fashion that may have consequences to a patients health.
ORGANISATION You
will need to be able to work as a team covering all elements of this job
specification prioritising and switching between tasks. Working as part of a
team you will need to provide holiday and sickness cover when necessary.
KEY DUTIES DESK RECEPTIONIST:
OPENING/CLOSING TASKS
- Switch
on/off reception computers
- Keeping
the kitchen and work areas tidy
- Collect
any Mail from the post box and the internal doctors box and distribute to
the relevant parties
- Check your
e-mail and entries in the hand over diary since last shift at the start of
your shift
- Initial
the message book as confirmation you have seen the entries in it
- Check
that the waiting room is tidy and fire exits free from clutter
- Unlock/lock
the main entrance doors
- Open
up the generic email address
GENERAL TASKS FOR RECEPTION STAFF
- Book
appointments and deal with requests from patients
- Assist
with patients checking in for appointments and direct them to the waiting
room
- When
requested by the patient leave a message for the specified doctor to call
back
- Put
all home visits on screen
- Deal
with patient requests/enquiries as they arise
- Deal
with any minor complaints which might arise, should you need to pass this
on you should take a full description of the problem and investigate what
happened before referring to the Head Receptionist
- Give
out test results in line with the doctors comments when requested to do
so at the desk
- Liaise
with doctors, pharmacies, hospitals and other outside agencies and
hospitals with regard to our patients care
Sort out any on-going queries from patients that
need resolving before the next shift, leaving clear instructions for anything
left over in the handover diary/book
The path lab samples should be
collected daily, if not collected by 2pm advise Head Receptionist
Print off the lists of appointments for
the following session in case of computer failure
Date all letters and blood tests before
filing them for collection
Periodically sort through and identify
any referral letters that have not been collected. Look on the patient journal
to see it the patient has been seen. If this is the case, put an entry onto the
journal stating letter not collected, code appropriately and destroy the
letter. If the patient has not been seen, advise the doctor who wrote the referral
letter
Periodically sort through the
prescriptions for collection box for scripts not collected Enter not collected
on the patients journal and destroy the prescription.
Organise ambulances when required to do
so
Call patients and make appointments
from the review list held on reception
Make sure Nurse and HCA appointments
are full for the following week, advising Carrie when not so that she can
prioritise which patients should be called
Deal with EMIS open access queries
Register new patients
Change address and phone numbers of
patients
Monitor and deal with e-mails coming in
to the generic e-mail address NWSCCG.Sheppertonmedicalpractice@nhs.net
Empty the doctors box in reception
Undertake the morning/afternoon tea run
according to the rota
- Answer
the phone within 3 rings
Clear the daily Docman tasks
Clear the daily EMIS tasks
Clear the daily scanning
Open and sort the post
Process all paper requests for repeat
medication
Check and process on-line scripts
Process all paper requests for repeat
medication
Check and process on-line scripts
POST CLOSING TASKS
At the end of each day undertake a walk
round of the premises to ensure that all windows and consulting room doors are
shut, computers turned off, except those Doctors who access them from home.
Turn off all lights except the corridor where a doctor is still working and
advise those doctors still working that you are leaving.
GENERAL STATEMENTS PERTAINING TO ALL STAFF
To read the Staff Handbook, which outline our
policies relating to your employment
Any overtime should be sanctioned prior to working
and entered onto an overtime sheet
which needs to be given to the Practice Manager on
or before the 20th of the month
To be aware of our evacuation procedures
To use discretion at all times, and be aware of
your duties under the Data Protection Act. This is covered in your
Confidentiality Agreement
To understand your responsibilities with regard to
internet usage and social media in relation to your working at the surgery
To be available to cover colleagues sickness and
holidays
To join in with the annual appraisal system and
take forward any development and training identified from it
To attend the mandatory training sessions held
through the year, these being:
Basic Life Support & Defibrillation
Information Governance
Health and Safety
To attend the monthly staff meetings dates to be
advised by the Head Receptionist
