Receptionist (Patient Coordinator)

Job description

Job responsibilities

Responsibilities:

For Patients:

• Booking appointments face to face and over the phone.
• Checking patients in for appointments and advising where to sit.
• Receiving and recording requests for home visits, DN visits, telephone consultations, and taking messages.
• Giving test results to patients or chasing up when necessary.
• Completing temporary resident forms and adding details onto the computer when necessary.
• Taking requests for prescriptions and distributing the same.
• Data input of new patient questionnaires.
• Completing change of address.
• Registering new patients in and out of area.
• Completing DN referrals and emailing to referral centre.
• Helping to assist with general enquiries.

For GPs and for the Practice:

• Opening, date-stamping and distributing the post external and internal mail.
• Accessing workflow through Docman and taking appropriate actions.
• Accessing path links and taking appropriate actions.
• Contacting the patients on the doctors behalf to arrange follow up appointments, prescription collections, test results etc.
• Ordering ambulances as and when required by the GPs for our patients.
• Filing prescriptions and recording in pharmacy book.
• Receiving and recording payments for medicals, insurances, overseas visitors etc and filing letters from GPs.
• Filling envelopes for mail shots.
• Making sure there is good supply of, and printing when necessary, Practice Leaflets, New Patient Questionnaires, Change of Address forms etc.
• Monitoring the surgeries and clinics.
• Entering information onto and general use of the practice computer.
• A familiarity with Whitstable Medical Practice protocols and a part in their updating.
• Making sure the incoming receptionists are notified of all relevant information and matters outstanding.
• Clearing consulting rooms and leaving them tidy for the next surgery.
• Making sure the post tray is cleared every evening.
• Being aware of practice protocols and taking part in their regular updating.
• Other duties as per doctors instructions as dictated by changes in the nature of the Whitstable Medical Practice.

For Visiting Consultants, Health Professionals and Visitors:

• Greeting visitors and asking them to sign the visitors book, informing appropriate managers/colleagues of their presence, and when necessary show or direct them to the appropriate place.
• Adding patient lists to visiting consultants on the practice computer system.
• Checking patients in and directing to the relevant waiting area, making sure you are aware and updated of room usage during each shift.
• Helping to assist patients and visiting consultants with general enquiries.
• Passing on correct contact information when patients enquire about external clinics.
• Taking deliveries or directing to relevant department.

Person Specification

Qualifications

Essential

• Minimum Grade C GCSE or equivalent in English Language and Maths or equivalent qualification.

Desirable

• Administration qualification

Experience

Essential

• Previous experience of reception, administration and general office work.
• Experience of working in a customer service environment.
• Experience of working as part of a team.

Desirable

• Experience of dealing with the general public.
• Previous experience of working in a primary care setting or NHS.
• Knowledge of EMIS or other clinical systems.

Skills and Abilities

Essential

• Ability to communicate effectively with people at all levels by telephone, in writing and face to face.
• Accuracy and attention to detail.
• Excellent organisation skills with the ability to multi-task.
• Ability to problem solve and use initiative.
• Ability to keep calm under pressure.
• Able to work well as part of a team.
• Tact, diplomacy and sensitivity.
• Ability to deal with sensitive issues and maintain strict confidentiality.
• Reliability and flexibility.
• Strong IT skills including Microsoft packages.

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

Whitstable Medical Practice

Address

Boorman Way

Whitstable

Kent

CT5 3SE

Employer's website

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