Job responsibilities
Blithehale Health Centre
Receptionist/Administrator Job Description
JOB TITLE: Medical Receptionist/Administrator
REPORTS
TO: Reception Manager/Assistant Practice Manager
Job Summary:
Receive, assist and direct patients
in accessing the appropriate service or healthcare professional in a courteous,
efficient and effective way.
Provide
general assistance to the practice team and project a positive and friendly
image to patients and other visitors, either in person or via the telephone.
Work closely with our clinical team as an integral part of our triage team
Job Responsibilities:
- Ensure an effective and efficient
reception service is provided to patients and any other visitors to the practice
- Deal with all general enquiries,
explain procedures and make new and follow-up appointments.
- To ensure that reception is not left
unattended at any time.
- Using your own judgement and
communication skills ensure that patients who need an urgent consultation
are seen in a logical and non-disruptive manner.
- Explain practice arrangements and
formal requirements to new patients and those seeking temporary cover and
ensure procedures are completed.
- Receive and make telephone calls as
required. Divert calls and take
messages, ensuring accuracy of detail and prompt appropriate delivery.
- Deal with e-consults, emails and assist
the triage team
- Action repeat prescription requests and
ensure that they are ready for collection by the patient within 48 hours,
either on the computer or manually.
- Prepare lists and notes for all
surgeries and clinics held, ensuring completion of all associated
paperwork.
- Advise patients of relevant charges for
private (non General Medical Services) services, accept payment and issue
receipts for same.
- Enter patient information on to the
computer as required.
- Patient notes and correspondence
- Retrieve
and re-file records as required, ensuring strict alphabetical order is adhered
to.
- Ensure
correspondence, reports, results etc are filed promptly and in the correct
records, ensuring that all recent correspondence is available when patients are
seen.
- Ensure
records are kept in good repair with all necessary information on the outside
cover clearly visible.
- Make and serve refreshments, ensure the
kitchen is kept clean and tidy and air and tidy the waiting room in turn
with other staff.
- Ensure that all new patients are
registered onto the computer system promptly and accurately
- To keep accurate records of patients
attendance and contacts with the surgery.
- To be aware of practice complaints
procedure and to follow it if necessary.
- To chaperone the doctors if asked to do
so.
- Undertake any other additional duties
appropriate to the post as requested by the Partners or the Practice
Manager.
- Premises:
- Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
- When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.
Confidentiality:
- In the course of 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, to include:
- Using personal security systems within
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
- Using appropriate infection control
procedures, maintaining work areas in a tidy and safe way and 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
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
Contribution to the
Implementation of Services:
The
post-holder will:
- Apply practice policies, standards and guidance
- Discuss
with other members of the team how the policies, standards and guidelines
will affect own work
- Participate
in audits where appropriate
This job description is not
exhaustive but rather a reflection of the current position and the post-holder
is expected to view it as a guide rather than an exact description of all
duties and responsibilities. It may be subject to variation from time to time
as services develop.