Job responsibilities
JOB SUMMARY:
It is the responsibility of
each receptionist to assist in the smooth running of the Practice in general,
and the reception area in particular, and to project a positive and friendly
image to our patients and other professionals who may contact us either in
person or via the telephone.
To facilitate
patients accessing the clinical care provided by the practice.
To support the
GPs and Nurses in providing that care.
To act as first
point of contact for anyone accessing the practice.
KEY RESPONSIBILITIES:
To ensure that all visitors and
telephone callers to the practice are greeted professionally.
To ensure all
telephone calls are managed appropriately.
To manage the
flow of patients arriving at the reception desk, for appointments, prescriptions,
or queries.
To ensure the
clinical staffs receive medical records as requested.
To ensure that
repeat prescriptions are generated accurately and efficiently, within the 48
hours specified by the practice.
KEY TASKS:
Reception duties:
Greeting and
booking in or patients for surgeries and clinics.
Dealing with
patient enquiries efficiently and courteously.
The receiving and
recording of telephone messages taking appropriate action.
Making
appointments on EMIS Clinical System, by processing appointment requests for
today, future appointments from patients in person and on the telephone.
Ensure eConsults
are processed daily and assigned appropriately.
Ensure patients
are signposted to relevant services, e.g. St Marks Hospital, local pharmacy,
Social Prescriber, First Contract Physio etc
Ensure all tasks
are actioned and completed.
Processing
prescriptions repeats and filing for collection within 48 hours.
Advising
patients of relevant charges for private services
Receiving
specimens from patients ensuring all their details have been recorded whilst
following Health & Safety policy.
Tidying
waiting room after surgery, ensuring premises are kept tidy between visits from
the cleaning staff, tidy and sort magazines and leaflets, discarding old and
damaged items as necessary.
Administration
duties:
To
have a thorough knowledge of all practice policies and procedures
To
work in accordance with written protocols
Provide
administrative support for clinical staff.
Filing
patient records and correspondence when necessary.
Opening
and distribution or practice post.
Registering
new patients following the Registration Protocol.
Scanning
of documents onto the medical system. All scanning should be cleared daily.
To
send letters to patients as necessary.
Changing
details on EMIS i.e. Change of address, telephone numbers etc.
Other
Information:
Cover
for other Reception team members for sickness and annual leave.
Ensuring
building security/premises at the end of the day and ensure the building is
totally secured, internal lights off and alarm activated.
To
carry out any other duties agreed between employee and the practice to ensure
the smooth running of the practice.
Confidentiality:
While
seeking treatment, patients entrust us with, or allow us to gather, sensitive
information in relation to their health and other matters. They do so in
confidence and have the right to expect that staff will respect their privacy
and act appropriately.
In
the performance of the duties outlined in this job description, the post-holder
may have access to confidential information relating to patients and their
carers, practice staff and other healthcare workers. They may also have access
to information relating to the practice as a business organisation. All such
information from any source is to be regarded as strictly confidential.
Information
relating to patients, carers, colleagues, other healthcare workers or the
business of the practice may only be divulged to authorised persons in
accordance with the practice policies and procedures relating to
confidentiality and the protection of personal and sensitive data.
Health & Safety:
The
post-holder will assist in promoting and maintaining their own and others
health, safety and security as defined in the practice Health & Safety
Policy, the Staff Handbook and the Practice Infection Control Policy, this will
include:
Using
personal security systems with the workplace according to practice guidelines
Identifying
the risks involved in work activities and undertaking such activities in a way
that manages those risks.
Making
effective use of training to update knowledge and skills.
Keeping
own work areas and general/patient areas free from hazards.
Reporting
potential risks identified.
Equality
and diversity:
The
post-holder will support the equality, diversity and rights of patients, carers,
and colleagues, to include:
Acting
in a way that recognises the importance of peoples rights, interpreting them
in a way that is consistent with practice procedures and policies, and current legislation.
Respecting
the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving
in a manner which is welcoming to and of the individual, is non-judgemental and
respects their circumstances, feelings priorities and rights.
Personal/professional
development:
The
post-holder will participate in any training programme implemented by the
practice as part of this employment, such training to include:
Participation
in an annual individual performance review, including taking responsibility for
maintaining a record of own personal and/or professional development.
Taking
responsibility for own development, learning and performance and demonstrating
skills and activities to others who are undertaking similar work
Quality:
The
post-holder will strive to maintain quality within the practice, and will:
Alert
other team members to issues of quality and risk.
Assess
own performance and take accountability for own actions, either directly or
under supervision
Contribute
to the effectiveness of the team by reflecting on own and team activities and
making suggestions on ways to improve and enhance the teams performance.
Work
effectively with individuals in other agencies to meet patients needs
Effectively
manage own time, workload, and resources
Participate
in audit where appropriate.
Communication:
The
post-holder should recognise the importance of effective communication within
the team and will strive to:
Communicate
effectively with other team members.
Communicate
effectively with patients and carers
Recognise
peoples needs for alternative methods of communication and respond accordingly.
NHS Pension
Scheme:
The
post holder will automatically be enrolled in the NHS Pension Scheme (subject
to eligibility checks).