Job responsibilities
Job Summary:
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 in a courteous efficient and effect way.
Primary
key responsibilities
The following are the core responsibilities
of the Receptionist. There may be, on
occasion, a requirement to carry out other tasks. This will be dependent upon
factors such as workload and staffing levels:
a.
Maintaining
a thorough and up-to-date knowledge of all practice procedures
b.
Opening
up / closing and locking up of practice premises and maintaining security in
accordance with practice protocols and equipment
c.
Maintain
and monitor the practice appointment system
d.
Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately
e.
Process
personal, telephone and e-requests for appointments, visits and telephone
consultations and ensuring callers are suitably advised and / or directed to
the most appropriate healthcare professional to meet their need as assessed
through accurate two-way communication
f.
Taking
messages and passing on information in an accurate and timely manner with
regard to urgency, confidentiality and providing answers/replies wherever
appropriate for internal and external two-way communication
g.
Signpost
patients to the correct service
h.
Clinically
code data on EMIS web
i.
Filing,
photocopy and scanning documentation as required
j.
Sort
and date stamp all incoming patient-related mail
k.
Scan
patient-related documents onto their medical record using read codes as
agreed by the clinical team, within a 72 hour time-scale
l.
Data
entry of new and temporary registrations and relevant patient information as
required
m.
Input
data into patients healthcare records as necessary
n.
Direct
requests for information, i.e., SAR, insurance/solicitors letters and DVLA
forms to the administrative team
o.
Carry
out system searches as requested
p.
Keeping
all areas tidy and clear of any unnecessary or out-of-date items in the
reception area, patients seating area, and entrances to the practice, together
with noticeboards and leaflet dispensers at all times
q.
Monitor
and maintain the reception area and notice-boards
r.
Support
all clinical staff with general tasks as requested
s.
Familiar
with EPS and online requests
t.
Use
of software packages e.g: Microsoft Word, Excel and Powerpoint
u.
Open post and distribute leave private and confidential marked post in PM tray
v.
Attend
Protected Learning Training meetings
w.
Attend
courses as and when required by the Practice
x.
Check,
order monitor and maintain stock of reception forms and stationery
y.
Prepare
and participate in CQC inspection in conjunction with other delegated
practice staff
z.
Admin
duties including secretarial support including typing as and when required
support admin, operations manager and practice manager
aa. Ad hoc duties as and when required by
the Practice
bb. Job descriptions and individual
responsibilities may be amended from time to time.
Secondary
responsibilities
In
addition to the primary responsibilities, the Receptionist may be requested
to:
a.
Partake
in audit as directed by the audit lead
b.
Support
administrative staff, providing cover during staff absences
c.
Action
incoming emails and correspondence as necessary
d.
Scan
patient related documentation and attach scanned documents to patients
healthcare records
e.
To
collect repeat prescription requests from the post box and reception
f.
To
liaise with patients and chemists regarding queries and requests
g.
To
ensure that patient queries on medication are highlighted to the relevant GP
h.
As
required support City Square Medical Group in the management of repeat
prescriptions, ensuring they are processed accurately and efficiently
i.
Produce,
maintain and participate in the receptionist rota for lunch and out of hours
cover
j.
Deputise
for the other receptionists during periods of absence
k.
Stay
up to date with reception staff development, providing guidance and
direction, with mandatory training
l.
Identify and provide team training where required
m.
Support
the Reception Supervisor in producing and maintaining the duty rota
n.
Support
the Practice Manager with all Patient Participation Group related matters
o.
Support
the health promotion lead and display promotional material on the allocated
noticed boards and in the waiting room
p.
Be
aware of what is going on in the patient waiting area and be alert to
problems
q.
Ensure
that all visitors to the practice use the clarify scanning code to sign in
and out of the premises.