Receptionist

Job description

Job responsibilities

Job Description

RECEPTIONIST

Accountable to: Practice Manager, Reception Manager

JOB SUMMARY

To deal with enquires from patients efficiently and courteously. To ensure health and safety procedures are maintained.

KEY TASKS-

1. Receptions Duties

Respond to all general enquiries and requests for assistance from patients and other visitors.

Explain practice arrangements and formal requirements to new patients and those seeking a temporary GP

Greet and log in patients arriving for appointments directing and monitoring the flow of patients into consulting and treatments rooms.

Ensure patients without appointments but who need urgent consultation are seen by a suitable clinician.

Advise patients of relevant charges for private services: accept payment and issue receipts.

To advise patients of our policy on repeat prescriptions, allowing 48 hours to complete, printing from patients computer medical records.

Accepting messages and forwarding to the appropriate member of staff. Ensuring as much details have been taken: who is calling, what they are calling about, a contact number to ring them back on.

Informing the relevant personnel when stock is running low

Where necessary, clear information should be left for incoming colleagues regarding unresolved or urgent problems

Ensure reception and waiting areas are kept clean and tidy

2. Management of Appointment System

Endeavour to ensure the appointment system works as smoothly as possible

Every effort should be made to ensure that the correct patient is booked, identifying name, address and date of birth.

Any difficulties with system should be reported to relevant Support Desks

3. Requests for Visits

As much detail as possible should be gained from a patient requesting a home visit: patients name, symptoms, brief history, and a contact telephone number to call them back. A summary printout will be printed.

4. Preparation of consulting rooms-

Ensure all consulting rooms are tidy and prepared in readiness for each consulting session: including cleaning, ensuring there is enough couch roll, prescriptions and blank paper.

Should the windows need opening for airing of the room, care should be taken to ensure that they are securely closed at the end of the day

5. Operation of Telephone System

Receptionists must feel competent at using the telephone system and offering patients the choices if appointments are not available: such as a telephone consultation, or a message left for the duty doctor.

Ensuring the telephone is picked up quickly and if a colleague is busy answering their telephone

6. Scanning and Read Coding

All new correspondence will be scanned and workflowed electronically for action to the appropriate personnel.

Any further action that the GP has requested must be taken.

Any action taken from the document must be coded using the appropriate read codes electronically

7. Blood Samples

Ensure that all samples are collected from the clinical team at specified times every day.

Place in the plastic bag ready for collection by the courier

8. Photocopying

You may be required to photocopy from time to time.

Photocopying of patients medical records on behalf of solicitors or insurance companies must be dealt with promptly. The patients consent to release their medical records should be given before posting the copies to outside agencies.

9. Start and End of Day Procedures

You are required to arrive at work 10 minutes before you are due to start, this gives you time to unlock doors and filing cabinets and to log in to the computer.

You must be ready to work at your starting time.

At the end of each day you must check all windows, doors and filing cabinets are locked.

Any patient identifiable data is out of sight and that all lights are switched off.

10. Referrals and Letters

Forward referrals/correspondence as directed by clinical staff to appropriate health professional.

11. Taking on New Patients

All patients despite their visa status will be registered with the practice as long as they live within the practices catchment area (a copy of this area is available in reception)

The patient can be asked for some form of ID to prove their name and address before registering a patient.

Once ID has been shown they will complete a GMS1 form (purple form) and an appointment will be made with the Practice Nurse for a General Health Check.

12. Other requirements of the post

To understand and adhere to strict confidentiality

To maintain a positive attitude and manner towards patients and colleagues

To work as part of a team and as such will share tasks including filing and making tea and coffee

Compliance with practice policies and procedures including Health & Safety

KEY RESPONSIBILITIES

To participate in meetings as necessary

Participate in your annual appraisal

To maintain a professional development by attending external and in house training sessions arranged by the Practice Manager

The duties above are subject to periodic review with the post holder

Person Specification

Experience

Essential

• Customer Service Experience

Desirable

• Experience in a healthcare setting
• Previous Experience in a General Practice Setting

Qualifications

Essential

• GCSE Grade A to C in English and Maths

Desirable

• EMIS experience
• Previous experience in a healthcare setting
• Customer service experience

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

Stafford Health & Wellbeing

Address

Whitgreave Court

Stafford

ST16 3EB

Employer's website

https://www.staffordhealthandwellbeingcentre.nhs.uk/ (Opens in a new tab)