Medical Receptionist

Job description

Job responsibilities

GREENBANK SURGERY

JOB DESCRIPTION

JOB TITLE RECEPTIONIST/ADMINISTRATOR

REPORTS TO OFFICE MANAGER DIRECTLY

OFFICE SUPERVISORS

PRACTICE MANAGER

Job Summary

The purpose of the role is to

Offer 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

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical support to clinical staff and other members of the practice team

Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

Duties and Responsibilities

The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Office Manager/Practice Manager dependent on current and evolving practice workload and staffing levels

Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols

Maintaining and monitoring the practice appointments system

Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional

Switchboard and Reception Duties

Processing and distributing incoming (and outgoing) mail

Taking messages and passing on information

Filing and retrieving paperwork

Processing repeat prescriptions in accordance with practice guidelines

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures

Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers

Clearing and re-stock consulting rooms as required

Providing clerical assistance to practice and Trust staff as required from time to time, including word/data processing, filing, photocopying and scanning

Dealing with clinical waste

Provision of refreshments for staff and visitors as required; and keeping the kitchen area clean and tidy

Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

Any other relevant duties e.g. typing, scanning etc.

Observe strict Covid 19 regulations in line with Government/Practice guidelines

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 recognizes 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-judgmental 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 recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognize 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 audit where appropriate

Person Specification

Knowledge and Skills

Essential

• Excellent keyboard skills
• Ability to communicate effectively using a variety of methods (must include face to face and telephone)
• Good time management skills
• Ability to organise, plan and prioritise own workload
• Able to input and retrieve data accurately
• Understanding of Data Protection and patient confidentiality
• Able to work under pressure and handle conflicting demands efficiently in a professional manner
• Ability to cope with interruptions
• Self-motivated
• Able to work on own initiative and as part of a team
• Be flexible and adaptable to meet the changing needs of the service
• Awareness of equality and diversity principles
• Understanding of confidentiality and Data Protection Act

Desirable

• Good knowledge of Microsoft Office

Qualifications

Essential

• Customer Service - Level 1

Desirable

• GCSE Grade C standard or equivalent including English Language
• Level 2 in a Business Administration related subject e.g. NVQ

Experience

Essential

• Experience of working within an administration environment
• Experience in using own initiative
• Experience of managing own workload
• Experience of data Inputting

Desirable

• Experience of using TPP SystmOne
• Experience of working within a General Practice/Hospital environment

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Greenbank Surgery

Address

274 Manchester Road

Warrington

WA1 3RB

Employer's website

https://www.greenbanksurgery.com/ (Opens in a new tab)