Receptionist

Job description

Job responsibilities

The following are the primary 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:

Maintain and monitor the practice appointment system (SystmOne)

Process personal, telephone and e-requests for appointments

Answer incoming phone calls, transfer calls or deal with the callers requests appropriately

Signpost patients to the correct service

Initiating contact with and responding to, requests from patients, team members and external agencies

Clinically code data on SystmOne

Photocopy documentation as required

Data entry of new and temporary registrations and relevant patient information as required

Input data into patients healthcare records as necessary

Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team

Manage all queries as necessary in an efficient manner

Carry out system searches as requested

Maintain a clean, tidy, effective working area at all times

Monitor and maintain the reception area and notice boards

Support all clinical staff with general tasks as requested

In addition to the primary responsibilities, the Receptionist may be requested to:

Partake in audit as directed by the audit lead

Support administrative staff, providing cover during staff absences

Action incoming emails and correspondence as necessary

Scan patient related documentation and attach scanned documents to patients healthcare records

Complete opening and closing procedures in accordance with the duty rota

As required support the team in the management of repeat prescriptions, ensuring they are processed accurately and efficiently

Order and monitor stationery supplies

Produce, maintain and participate in the receptionist rota for lunch and out of hours cover

Support reception staff development, providing guidance and direction, ensuring staff are up to date with mandatory training

Identify and provide team training where required

Support the practice in organising and display promotional material on the allocated noticed boards and in the waiting room

Person Specification

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• EMIS/SystmOne/Vision user skills

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

• GCSE Mathematics and English (C or above)
• AMSPAR Receptionist Qualification
• NVQ Level 2 in Health and Social Care

Experience

Essential

• Experience of working with the general public

Desirable

• Experience of administrative duties
• Experience of working in a healthcare setting

Other Requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

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

Waterside Medical Practice

Address

Elm Grove

Hayling Island

Hampshire

PO11 9AP

Employer's website

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