Medical Receptionist/Administrator

Job description

Job responsibilities

JOB TITLE: EXPERIENCED RECEPTIONIST

REPORTS TO: Reception Supervisor

HOURS: Full or Part Time Considered

Main Duties

• Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice
• Deal with all general enquiries, explain procedures and make new and follow-up appointments. Arrange home visits ensuring careful recording of all relevant details for the doctor. Deal with patient bookings and enquiries in a friendly and courteous manner both face to face and over the telephone.
• Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed. Ensure that all new patients are registered onto the computer system promptly and accurately.
• Scanning accurate scanning and attaching of correspondence to patient records.
• Ensure accurate and timely recording of Data with attention to the use of Snomed Codes.

• Action prescriptions in an accurate and timely manner including repeat/controlled and acute prescriptions as per practice prescribing protocols. Audit and remove prescriptions not collected by patients.

• Results - to accurately process results and allocate them to the appropriate clinician for review and action.
• Act on clinicians requests for further information/patient contact information etc. (including computerised practice notes), ensuring completion of all associated paperwork.

Other Duties:-

• Open premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
• When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off, and the alarm activated.
• Where necessary advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
• Liaise with FCMS re out of hours cover/issues.
• DNACPR Housekeeping of DNACPR information held on ADASTRA.
• Send and receive items to/from PCSE in a timely fashion / medical records to be returned to PCSE as promptly as possible.
• Process incoming and outgoing mail according to practice protocols.
• Complete other Daily/ Weekly and Monthly core tasks to support to smooth running of the reception area

Other Tasks

• Ensure waiting room is tidy throughout the day.
• Ensure building security have thorough knowledge of doors/windows/alarm.
• Covering colleagues holiday and sick cover as required.
• Any other tasks allocated by managers

Confidentiality:

While 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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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

Actively reporting of health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

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 recognises 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

Safeguarding Responsibilities:

The post-holder will:

• Be responsible for promoting and safeguarding the welfare of a child or adult, that they come into contact with.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)

Desirable

• Business Administration
• EMIS / user skills

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties

Desirable

• Experience of working in a health care setting

Knowledge and Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office 365
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Desirable

• EMIS / user skills

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
• Flexibility to work outside of core office hours

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

Waterloo Medical Centre

Address

Waterloo Medical Centre

178 Waterloo Road

Blackpool

Lancashire

FY4 3AD

Employer's website

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