Job responsibilities
Reception
of Patients:
- Welcoming patients at the
Reception desk in a polite and friendly manner.
- Accepting patients on arrival for appointments and routing patient
appropriately.
- Handling of general enquiries at
the reception desk or over the telephone
- Anticipating, preventing and
dealing with problems at Reception and in the waiting room.
- Leaving the reception area tidy
and ready for incoming colleagues, ensuring that prescriptions promised
for collection are ready and passing on information concerning unsolved
and urgent problems to your colleagues as a part of handover.
- Dealing with new patients wishing
to register at the Surgery, providing them with a New Patient Registration
Pack and assisting them to complete the appropriate forms if necessary.
- Dealing with notifications of
change of address and/or change of name.
Ask
My GP
1.
To manage the incoming patient requests that come into
practice via our online portal (askmyGP)
2.
Route the requests accordingly in line with practice
protocols
3.
Flag any urgent requests or home visits to the duty doctor
4.
Use your initiative to note any potentially urgent requests
and highlight accordingly to the appropriate clinician.
5.
To respond to patients when administrative tasks have been
passed back to reception via a clinician on askmyGP.
6.
Send appropriate pre0set messages in line with management of
requests and care navigation protocols.
Appointments
and Home Visits
- Making new and follow-up
appointments with clinicians as per practiced policy.
- Maintain appointments system for
GPs, Practice Nurse, pharmacist and minor surgery Clinics.
- Cancel appointments when requested
according to the Appointment Cancellation Policy.
- Record requests for home visits on
the appointments system, taking address, telephone number and the reason
for the visit request.
- Check Duty Doctor rota list in
Reception each day and pass on any late calls to the doctor as soon as
possible via mobile, if the doctor is out on the road.
- Assist with the ordering of any
emergency ambulance at the request of the Clinician.
Prescriptions:
- Accept
requests for repeat prescriptions via face-to-face, on line, fax or
Prescription Box and process as per Repeat Prescribing Policy.
- If
request is face-to-face, verify with the patient the time the prescription
will be ready for collection (usually 48 hours).
- Check
Prescription Box at regular intervals throughout the day.
- Liaise
with local Pharmacists re: collections and prescription queries.
- Check
emails and process any on line prescriptions requests
- At
the end of the day lock signed prescriptions waiting for collection in the
designated filing cabinet. Leave
key in agreed place.
- Any
prescriptions that are more than a month old that have not been collected
should be destroyed and coded appropriately on the clinical system, the
prescription box should be checked at regular intervals for old
prescriptions.
- Empty
prescription printers and lock blank prescriptions in agreed place.
- Record
incoming and outgoing prescriptions pads according to Prescription Security Protocol.
Telephone:
- Answer
telephone calls promptly (within 3 rings), politely and discretely so that
other patients cannot hear confidential medical information.
- Take
and transfer calls accordingly.
- Make
appointments, record requests for home visits, deal with queries from
other health care professionals and patients.
- Receive
and record telephone messages via the pink acute appointments.
Personal calls should not be made to avoid blocking up the
practice telephone lines.
Correspondence:
- Incoming
mail to be sorted and opened by designated member of the reception team;
with the receipt of anything marked private and confidential (unless hospital stamped) taken out and
passed directly to the named person.
- Sort outgoing mail and frank ready for
posting. Place mail for the NHS
Milk Run collection in the appropriate place ready for collection.
- Take
post to post box as per Ribblesdale Post Rota before last post collection
of the day.
- Download
the electronic mail and scan any incoming clinical letters onto patients
record and route to the appropriate clinician.
Computer
- Daily use of the clinical software
system EMIS and Docman following appropriate training.
- Enter data onto patients records
in accordance with practice policies.
- Note summarising medical records
in accordance with Practice Protocol.
- Maintain Death Register on Docman
- Assist with QOF (Quality and
Outcome Framework) using clinical audit and the recall system.
- Scanning/processing of hospital
letters and documents, read coding letters as appropriate
- Ensure correspondence, reports and
results are filed electronically in the correct patient record.
- Participate in audits
- Register new patients and deduct
patients leaving the Practice over the computer links.
Communication
1. Record information which is accurate and
legible.
- Process
messages to all Clinicians and other members of staff in a timely and
accurate manner and according to the in house protocols.
- Liaise
with other Health Care Professionals and agencies as requested
- Open
emails on a daily basis to ensure good channels of communication, both
internal and external, is maintained.
- Attend
staff meetings
- Attend
LTI sessions
- Work
as a team member, when possible being flexible and supportive to
colleagues
Security
1.
At the start of the day, check GP consulting rooms and
recover prescriptions from locked cupboard.
2.
On leaving the building for the evening check each PC is
switched off. Check electrical
appliances are switched off as necessary.
3. On
leaving the building for the evening follow the Leaving the Building at the
end of the Day Procedure. Also follow
Saturday morning and weekday extended hours procedure for leaving the Building
on those days (if appropriate)
4. You
will be required to abide by the protocols which cover both security of the
building and Information Security. Any
breeches of security must be reported to the Practice Manager immediately.
General
Housekeeping
1. Repair
and maintenance of medical records.
2. Assist
with maintaining supplies of stationery; order prescriptions, medical
certificates etc...
3. General
housekeeping of the waiting room and consulting rooms after each session.
4. Check
Doctors name plates are changed prior to each surgery session.
5. Keep
the Doctors consultation rooms adequately stocked with stationery, specimen
bottles and lab forms.
6. Retrieve/file
medical records as required.
7. Check
fridges daily for any lab specimens
Other
duties:
Any other duties delegated by the Doctors or Practice
Manager/Head Receptionist considered appropriate to the post.
Personal/Professional
Development
The post holder will participate in any training programme
implemented by the Practice as part of this employment, such training to
include:
- Participation
in annual appraisal and personal development plan.
- Comply
with Practice training programme to maintain and update skills.
- Participation
in mandatory training which includes annual Fire Training, Basic Life
Support and Information Governance Training
- Participation
in in-house training and monthly Learning Time Initiative sessions.
- Participate
in Complaints and Significant event audits as appropriate/required.
6. Assist
in training and supervision of new staff and occasionally other temporary
Staff, such as medical students and students
on work experience placements.