Medical Receptionist

Job description

Job responsibilities

Duties and Responsibilities:

The duties and responsibilities to be undertaken by members of the Practice administrationteam may include any or all of the items in the following list. Duties may be varied from time totime under the direction of the Senior Receptionist/Practice Manager, dependent on currentand evolving Practice workload and staffing levels:

• Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols.

• Maintaining and monitoring the Practice appointments system.
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional

• Processing and distributing incoming (and outgoing) mail.
• Deal with patients and visitors enquiries.
• Taking messages and passing on information
• Filing and retrieving paperwork
• Processing repeat prescriptions in accordance with Practice guidelines
• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures

• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers

• Preparation of consulting rooms for sessions including switching on the computers and ensuring that the rooms are tidy and ready for use by the clinicians.

• Clearing and re-stock consulting rooms as required
• Providing clerical assistance to Practice staff and visitors as required from time to time, including word/data processing, filing, faxing, photocopying and scanning

• Monitoring of stationery and other supplies and informing appropriate person when supply is low.

• Dealing with clinical waste.
• As the first point of contact for complaints, advise the patient of the Practice's complaint procedure.

• Triage patients to other services that may meet their needs such as voluntary agencies etc.
• Act as chaperon for doctors as and when required.
• Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy.

• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.

• Giving out prescription scripts to patients or their representative once written.

Messages:

• Respond to Day book tasks and messages and complete them accordingly.
• Transfer calls from external doctors to GPs as soon as call is received.
• Accurately take and pass on, messages for GPs from patients and other agencies.
• Record all telephone conversations and at the desk in patients' record.
• Deals with visit requests according to Practice policy and inform one of the partners immediately.

All duties and responsibilities in this job description are intended to be indicative butnot exhaustive of the responsibilities of the postholder.

As the organisation develops, the requirement of the Job will develop and change andthe postholder will be expected to adapt to these requirements.

Child/Adult Protection

The post holder will comply with the practice guidance and protocols relating to thesafety of children and adults. The post holder has the responsibility to ensure that thewelfare of all children and vulnerable adults is paramount and prioritised at all timesand must be prepared to share information with the statutory agencies

REQUIREMENTS OF THE POST:

• An understanding, acceptance and adherence to the need for strict confidentiality.
• An ability to use own judgment, resourcefulness, common sense, and local knowledge, to respond to patients enquiries and requests.

• Excellent communication skills.
• To be courteous and helpful to the patients at all times.

Team responsibilities:

• Maintain open and effective communication with colleagues
• Ensure effective teamwork: familiarity with colleagues' duties and responsibilities, offer support and help in order to maintain the smooth running of the Practice

• Open up and secure the premises at the start and end of a day when required to.
• Support the running of the branch in any duty required when necessary.

Confidentiality:

• ln 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

• ln 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 holder's 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 andcolleagues, to include:

• Acting in a way that recognizes the importance of people's 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 Practiceas 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 team's 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 theteam and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize people's 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

Data Protection

This post has a confidential aspect. You will be required to obtain, process and/or useinformation held on a computer and you should do it in a fair and lawful way. Data willonly be held for the specific registered purpose and you are not to use or disclose it inany way incompatible with such a purpose. You should only disclose data to authorisedpersons or organisations as instructed. Breaches of confidence in relation to data willresult in disciplinary action which may involve dismissal.

Person Specification

Qualifications

Essential

• Qualifications
• GCSE grade A to C in English and Maths
• Qualified to NVQ Level 2

Desirable

• Worked in the NHS or healthcare setting

Experience

Essential

• Previous experience of dealing with the public
• Previous administrative experience
• Experience of working with people

Desirable

• Previous experience with EMIS
• Previous data entry experience
• Previous work in healthcare setting

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

Parkview Surgery

Address

186 Brownhill Road

London

SE6 1AT

Employer's website

https://parkview-surgery.co.uk/ (Opens in a new tab)