Job responsibilities
Reception/Administrative Duties:
Ensure efficiency of appointment system and monitor
flow of patients into consulting and treatment rooms.
Ensure that patients without appointments who need
urgent consultation are seen in a logical and non disruptive manner.
Explain the Practice arrangements and formal
requirements to new patients and those seeking temporary cover, ensure
procedures are completed.
Advise patients of relevant charges for private
services accept payments and issue receipts for same.
Respond to queries and requests for assistance from
patients and other visitors.
Ensure requests for home visits are dealt with in
the correct manner.
Action requests for ambulance transportation as
required.
Ensure reception and waiting areas are kept neat
and tidy.
Ensure patient prescription requests and queries are dealt with
in an efficient and timely manner.
All administration duties to include daily tasks,
emails, queries.
Management of appointment system.
Ensure total familiarity with appointments system
including regular and incidental variations.
Book appointments and recalls ensuring sufficient
information is recorded to retrieve medical records.
Monitor effectiveness of the system and report any
problems or variations required.
To sign post patients to the most appropriate
clinician.
Management of medical records:
Ensure that all records are accurately assembled in
advance for each consulting session.
Ensure that the patient record is available for the
Doctor in the instances of urgent consultation.
Retrieve and re-file records as required, ensuring
that medical records coding order is adhered to.
Ensure correspondence, reports, results, etc are
filed in correct record.
Ensure records are kept neat and tidy and in good
repair with all necessary information recorded correctly on the outer cover.
Operation of telephone system:
Receive and make calls as required. Divert calls and
take messages as appropriate.
Ensure that system is operational at the beginning
of each day and switched over to night service and answer-phone operational at
the end of each day.
Start and end of day procedures:
Open up premises at the start of day and make all
necessary preparation to receive patients.
Secure premises at end of day, ensure the building
is totally secured, internal lights off.
Preparation of daily post.
Any other delegated duties considered appropriate
to the post.
Special requirements of the post:
An understanding, acceptance and adherence to the
need for strict confidentiality.
An ability to use own judgement, resourcefulness,
common sense and local knowledge to respond to patients enquiries and requests.
Excellent communication skills.
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
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
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
