Patient Services Team

Job description

Job responsibilities

PRINCIPLE RESPONSIBILITIES OF RECEPTIONIST IN THE PATIENT SERVICES TEAM

Ability to operate Medical Computer System

Accurately enter all relevant information/data onto the Computer System.

Ensure efficiency of Appointment System and monitor the flow of patients into consulting and treatment rooms.

Patient Services Job Description

Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensuring all practice procedures are complete.

Ensure that patients without appointments, but who need "urgent" consultation, are seen in a logical and non-disruptive manner.

Respond to all queries and requests from patients in a polite manner.

Enter requests for home visits onto computer using the correct practice procedure.

Receive requests for repeat prescriptions and medical certificates, fulfilling these requests within the standards set and updating patients medical records, bringing any problems/reviews to the attention of a Doctor.

Ability to enter and recover information from our computer system.

Action requests for ambulance transportation as per practice procedure.

Performs various administration duties that are required to ensure good communications internally and externally to 3rd parties and patients.

Ensures reception, administration and waiting areas are kept neat and tidy.

Ensure monitoring of Visitors Book.

Ability to use e-mail and be computer literate.

MANAGEMENT OF APPOINTMENT SYSTEM

Ensures total familiarity with all appointments systems in effect, including regular and incidental variations.

Books appointments ensuring sufficient information is recorded.

Monitors proficiency of the appointment system and reports any problems.

MANAGEMENT OF MEDICAL RECORDS

Ensures all necessary records are assembled in advance for each doctor/nurse consulting session, if necessary. Ensure that each record is available for the doctor/nurse in the instances of urgent consultations.

Patient Services Job Description

Retrieves and refiles records as required, ensuring that strict alphabetical order is adhered to.

Ensures correspondence, reports, results etc. scanned correctly daily as per practice policy. Tasks done accurately daily.

Ensures records are kept neat and tidy and in good repair, with all necessary information correctly recorded on the outer cover.

Ensures marrying up of New Patient records done accurately including entering on computer relevant information as per practice policy.

OPERATION OF TELEPHONE SYSTEM

Receive and make telephone calls, answering the telephone within six rings and making it your responsibility to do so, deal or divert as appropriate, taking messages as necessary.

Ensures that the telephone system is operational at the beginning of each day and has switched over to "night service" and operational, at the end of the working day.

START AND END OF DAY PROCEDURES

To open up premises at the start of the day, making all necessary preparation to receive patients.

Secure the premises at the end of the day; ensuring the building is totally secured. All prescriptions to be locked away together with any monies.

Ability to operate the Alarm System.

MISCELLANEOUS

It is expected that all staff participate in the making of tea and coffee and to ensure all cups are washed and put away when finished with.

All staff are required to be available to work overtime as necessary during times of staff sickness and annual leave. Sometimes only short notice is possible.

Patient Services Job Description

SPECIAL REQUIREMENTS OF THE POST

Any member of staff must not also be a "patient". Appointed team members are required to re-register with another General Practice.

An understanding, acceptance and adherence to the need for strict confidentiality.

An ability to use own judgement, resourcefulness, common sense and local knowledge.

To possess good communication skills.

Develop a good working relationship with patients

To be able to work in a congenial manner with all staff members.

Abide by all Practice and Government Procedure/Protocols and Policies.

When required, to act as chaperone or observer for any member of the Primary Health Care Team.

Ability to cope with change

When required, to work at either of our sites, sometimes at short notice.

HEALTH AND SAFETY

To take appropriate Safety precautions during the hours of duty.

To follow the Practice Fire Policy Procedure when on the premises.

To participate in the training of new staff.

Attend Staff/Practice meetings as necessary.

Undertakes further training/education as necessary.

To be aware of the Health and Safety at Work Act 1974 MDHA West Unit H & S Policy item 4:

Person Specification

Qualifications

Essential

• QUALIFICATIONS
• Essential
• Good standard of general education
• GCSE Mathematics
• GCSE English

Experience

Essential

• EXPERIENCE
• Essential
• Practical experience of working with others
• Experience of using own initiative
• Practical experience of computerised recording systems

Desirable

• EXPERIENCE
• Desirable
• Experience of working within a General Practice office environment

SKILLS AND BEHAVIOURS

Essential

• BEHAVIOURS
• Essential
• Planning and organising
• Performing under pressure
• Adaptability
• Team working
• Self motivated
• Flexibility
• Confidentiality
• SKILLS
• Essential
• Excellent communication skills (Written and Oral)
• IT skills
• Time Management and the ability to work to deadlines
• Problem solving skills
• Interpersonal skills

Employer details

Employer name

Woodlands and Clerklands Partnership

Address

Tilgate Way

Crawley

West Sussex

RH10 5BW

Employer's website

https://woodlands-clerklandspartnership.co.uk/ (Opens in a new tab)