Job responsibilities
CLAREMONT CLINIC JOB DESCRIPTION
Job Title : Practice Receptionist (additional post)
Responsible to : Practice Manager
Accountable to : The General Practitioners in the Partnership
Grade : Claremont Clinic Clerical Grade (2)
Main Purpose of the job:
To ensure the smooth running of the reception desk in a professional and organized manner. To be the
focal point of the surgery and to act as a liaison between patients, clinicians and other members of your
practice team and to provide a high standard of customer services at all times. The post holder to cover
all annual leave and staff sickness which will include moving shift patterns to accommodate this.
Reception Duties:
1. Greet all patients on arrival ensuring all patients are checked in either manually or via the patient
touch screen
2. To answer the telephone dealing with or redirecting enquiries.
3. To handle all face to face general enquiries, referring where necessary.
4. Manage the document management, the online consultation forms
5. Make new and follow-up appointments including booking language shop
6. To be responsible for the call and recall of patient lists as instructed by practice manager including
the recall for immunization/smear targets and test recalls.
7. Responsible for dealing with messages from patients/clinicians or external bodies. To take
appropriate action where required.
8. Generate electronic/online repeat prescription requests and allocate as instructed. Prepare repeat
prescriptions following practice protocol and set out for verification and signature of doctor.
9. Record requests for home visits and ensure that they are recorded and passed onto the duty doctor on
call
10. Register new patients following practice policy (forms are filled in fully and correctly) offer
registration health check. Enter information onto the computer and complete Registration Link
process.
11. Open mail and distribute as appropriate. Leave private, confidential and personal mail unopened in
Practice Managers tray as directed.
12. Staff that have been trained in the use of Open Exeter to ensure that the duties allocated are
completed as instructed to maintain the cytology and childhood immunisations targets and the
patient call and recall service.
13. File medical records.
14. Scan hospital reports and letters. Ensuring that the scanning of patients correspondence is kept up to
date at all times. Helping the filing clerk to keep up to date with her scanning workload.
15. To carry out patients/GP Registrar surveys
16. Complete and enter on computer appropriate GMS3 (Temporary Services) forms. Renew expired
forms as necessary.
17. Maintain computer database including the patients PDS records.
18. File/keep up to date and distribute the document management correspondence received via the
EMISweb as instructed by the practice
19. Ensure that the practice external NHS email account is regularly actioned and documents managed
as directed.
20. Ensure that the internal EMISweb email account is viewed on a daily basis and the Workflow (WF)
tasks are completed appropriately.
21. Take responsibility of the daily faxes and the reception in tray and complete procedures as
instructed.
22. Maintain supplies of stationery available in reception area.
23. Offer all services to patients including Minor ailment, extended opening hours and walk in centers
as appropriate.
24. Enter appropriate read codes as instructed by practice when entering certain data. For example,
collection of repeat prescriptions.
25. Ensure that there is enough supply of stationary in all consulting rooms.
26. Ensure that all clinic attendance appointments are confirmed prior to appointment date as per
allocation of tasks.
27. Duty check lists to be maintained and followed and kept up to date.
28. Assist in the administration of the patient e-referral system. Manage the day to day clinicians worklists.
29. Trained staff to ensure that the diabetic recall for clinics is kept up to date including the
searches and that letters/blood tests are sent to patients as instructed.
30. Ensure that the telephones are turned on and switched over to the out of hours service as
Appropriate.
31. Log outgoing post/mail as necessary and take responsibility of posting at the end of the day.
32. Leave reception area tidy and ready for incoming colleagues. Use the EMISweb function as
instructed to communicate any outstanding queries to colleagues
33. Staff working in the evening, to make sure that the premises are fully vacated by patients
via checking public areas. Ensuring that the premises are securely locked including
windows and to turn on the security system if last person to leave the premises.
34. Undertake any other duties as instructed by management.
This job description may need to be reviewed or revised from time to time as the practice develops.
Confidentiality: Any information about patients, personal or medical must be regarded as strictly confidential. Any breach
of this confidentiality will be taken as a reason for instant dismissal.
INFECTION PREVENTION & CONTROL
Infection Prevention and Control is the work an organisation does to identify potential risks for spread of
infection between patients (and between patients and staff) and to take measures to reduce that risk.
The
Practice takes its responsibility to do this very seriously.
All staff must take responsibility for their own role in this and all staff receive regular training in their role in
Infection Prevention and Control.
All infection control policies can be accessed follows:
CLAREMONT CLINIC POLICIES & PROTOCOLS ACCESS:
The following link with give you access to the Claremont Clinic policies and protocols on the shared drive.
Hard copies are also available and located in the Practice Manager office.