Medical Receptionist and Adminstrator

Job description

Job responsibilities

JOB DESCRIPTION for MEDICAL RECEPTIONIST

RESPONSIBLE TO Deputy Manager

MAIN PURPOSE

To provide a point of contact for patients and act as a focal point of communication between patients,

doctors and other members of the primary health care team.

To ensure enquires are promptly, efficiently and courteously handled; documents filed, recorded and

distributed accurately and promptly; surgery premises kept tidy.

The practice needs an experienced Medical Receptionist who can take over the administrative duties involved with coordinating patient and clinician schedules as well as bookkeeping, file management and office organisation. Were looking for a professional who believes that patients should be treated as people rather than numbers in a file, and who understands the value of compassionate service. The job includes significant amounts of multi-tasking, but the ideal candidate will know when to slow down, look patients in the eye and provide personalised service. There are a few advancement opportunities for the successful applicant.

GENERAL

To work within the guidelines and policies of the Practice

To ensure that statutory requirements are met at all times and to implement practice policies, as

directed by the Practice Manager, Head Receptionist or any of the Partners

To ensure that safe systems of work are practiced and that the agreed health and safety policies are adhered to.

To be aware of the responsibility of every employee to have regard for safety for him or herself and others at work in the Health and Safety at Work Act

To be conversant to with the practice fire regulations

As well as the reception team there is a need to work closely with GPs, nursing and office staff to

ensure the smooth running of the practice, reporting any problems encountered to the appropriate

person

Training requirements will be monitored by yearly appraisal.

Personal development will be encouraged and supported by the Practice.

It is the individuals responsibility to remain up to date with recent developments within the practice and the NHS.

Participate in education and training and the induction of all members of the practice staff where

appropriate

It will be necessary to attend various Practice meetings as requested which may fall outside normal

working hours. The only reason for not attending will be annual, study or sick leave.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Reception duties

Greet patients and Respond to all queries and requests for assistance from patients and other

visitors

Monitor flow of patients ensuring the appointment system accurately reflects the arrival of

patients

Ensure patients without appointments, but who need an urgent consultation, are seen in a logical

and non-disruptive manner

Explain practice arrangements and formal requirements to new patients and those seeking

temporary cover, ensuring procedures are completed correctly

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

keeping records of such payments up to date

Enter requests for home visits in the diary stating reason and including relevant information and

where necessary refer to the duty doctor Action requests for ambulance transportation and enter details on the computer

Ensure reception and waiting areas are kept neat and tidy

Scan post when required and file & code letters in the patient records

Undertake referrals when needed

2. Repeat prescribing system

Receive patients requests for prescriptions whether in writing, fax or e-mail; in person; over the

telephone or from the telephone message service

Action requests for repeat prescriptions while maintaining the Practices policy of generic

prescribing and where appropriate 28 day prescribing.

Report any problems and ensure that follow up action is taken to resolve such matters

3. Appointment system

Ensure total familiarity with all appointment systems including regular and incidental variations

Book appointments and recalls ensuring sufficient information is recorded to retrieve medical

record

Monitor effectiveness of the system and report any problems or variations

5. Telephone system

Receive and make calls as required answering any queries that arise

Divert calls and take messages as appropriate ensuring accuracy

6. Start and end of day procedures

As directed by the Reception Manager.

7. Any other delegated duties considered appropriate to the position

This list is not exhaustive and new administrative duties may arise due to changes in the way the practice operates and with training you would be expected to undertake.

Person Specification

Qualifications

Essential

• Desirable;
• English and Maths grade C GCSE

Desirable

• n/a

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

BG Health & Granton Medical Centre

Address

1 Bristol Road South

Birmingham

B31 2GH

Employer's website

https://cgmp.digipractice.org/ (Opens in a new tab)