Job responsibilities
Duties and
Responsibilities:
The
duties and responsibilities to be undertaken by members of the Practice
reception team may include any or all of the items in the following list. Duties may be varied from time to time under
the direction of the Reception/IT Manager or Practice Manager, dependent on
current and evolving Practice workload and staffing levels:
- Processing
personal and telephone requests for appointments, visits and telephone
consultations and ensuring callers are directed to the appropriate
healthcare professional
- Processing repeat
prescription requests and ensuring that they are ready for the patient
within 48 hours, in accordance with practice guidelines
- Processing and
recording patient information on the clinical computer system in
accordance with Practice procedures
- Initiating
contact with and responding to requests from patients, other team members
and associated healthcare agencies and providers
- Dealing with all
general enquiries, explaining procedures and making new and follow-up
appointments.
- Using own
judgment and communication skills to ensure that patients with no prior
appointment but who need urgent consultation are seen in a logical and
non-disruptive manner.
- Explaining
practice arrangements and formal requirements to new patients and those
seeking temporary cover and ensuring procedures are followed.
- Receiving and
making telephone calls as required.
Diverting calls and taking messages, ensuring accuracy of detail
and prompt, appropriate delivery.
- Advising patients
of relevant charges for private services, accepting payment and issuing
receipts for same.
- Retrieval and
re-filing of records as required, ensuring strict alphabetical order is maintained
- When required,
opening up premises at the start of the day when first to arrive,
de-activating alarm and making all necessary preparations to receive
patients
- When last to
leave at the end of the day, ensuring that the building is totally
secured, internal lights are off and the alarm activated
- Having a thorough
knowledge of all practice procedures.
- Working in
accordance with written protocols
- Processing
clinical samples for collection by courier
- Providing
clerical assistance to Practice staff as required from time to time,
including filing and photocopying
- Providing
refreshments for staff and visitors as required; keeping the kitchen area
clean and tidy and keeping the reception area, notice-boards and leaflet
dispensers tidy and free from obstructions and clutter
- Provide cover for
colleagues during periods of annual leave and sickness and adopt a
flexible approach to working
- Undertaking any
other additional duties appropriate to the post as requested by the
Partners or the Practice Manager.
Liaise
with admin and clinical staff to ensure that the reception diary is kept up-to-date
with all meetings, expected visitors, holidays and events
Provide
administrative support for the monthly Nosh n Natter events
Recording
daily clinical fridge data in accordance with practice procedures
Processing
urgent clinical referrals, where necessary
Attending
team and whole-practice meetings
Completing
mandatory and required training in a timely manner
Confidentiality:
- In 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
- 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
