Senior Receptionist

Job description

Job responsibilities

SENIOR RECEPTIONIST JOB DESCRIPTION

JOB TITLE: SENIOR RECEPTIONIST

REPORTS TO: PRACTICE MANAGER

HOURS: Full Time

Supervisory:

To demonstrate excellent Leadership skills

Managing/Supervising Reception Staff

Preparing weekly Reception task rota

Ensure new staff has job descriptions, and are aware of Disciplinary and Grievance procedure. Are aware of the location of all policies and procedures

Induction of new Reception Staff

To monitor annual leave of staff

Log all sickness leave notifying the Practice Manager of any anomalies

Ensure contingency plans are in place for cover if there is unforeseen

Annual leave/sickness of staff

To act as a role model to reception staff, supporting, motivating and promoting good staff relations

To assess training needs within the Reception area

To ensure all Practice Protocols are understood and adhered to

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

JOB RESPONSIBILITIES:

Reception

• Receiving patients consulting with members of Practice team

• Deal with all general enquires, explain procedures

• Handing completed repeat prescriptions to patient and checking names and address.

• Be able to cover all reception position as necessary

• Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed

• Advise patients of relevant charges for private (non General medical Services) services, accept payment and issue receipt for same

• To have a thorough knowledge of all Practice procedures.

• To work in accordance of written protocols

• Pulling/filing notes for surgeries and update as necessary

• Filing post in medical records

• Fax and photocopy as requested

Appointments

• Process appointment requests for today and future appointments from patients by telephone and in person.

• Deal with visits requests

I/T Patient Data Entry

• Registrations of new patients computer data entry and medical records.

• Process patients change of address computer data and medical records (have knowledge of Practice area.

• Process repeat prescription request in accordance with Practice guidelines.

• Enter requests for home visits onto the computer system, ensuring careful recording of all relevant details and where necessary refer to duty doctor

• Report computer problems to helpline following practice protocol

Telephone

• Have working knowledge of telephone system, during and after hours.

• Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of details and prompt appropriate delivery

Other Tasks

• Clear and re-stock consulting rooms after surgeries

• Ensure building security have thorough knowledge of doors/windows/alarm.

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

• Keeping the reception are, notice boards and leaflet dispensers tidy and free from obstructions and clutter

• Any other tasks allocated by managers

  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

Qualifications

Essential

• GCSE
• Experienced Medical Receptionist

Desirable

• Experience of Using EMIS WEB

Experience

Essential

• Experience of working in Primary care

Desirable

• Experience of dealing with Vulnerable patients
• Experience of dealing with patients whose first language is not English

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

Barking Medical Group Practice

Address

130 Upney Lane

Barking

Essex

IG11 9LT

Employer's website

https://www.barkingmedicalgroup.co.uk/ (Opens in a new tab)