Job responsibilities
TRINITY SURGERY
JOB DESCRIPTION
Medical
Receptionist / Administrator
Main
Purpose of Post: To provide a point of contact for patients
and act as a focal point for communication between patients, doctors and other
medical staff. To provide efficient, accurate administrative support for clinicians,
patients and colleagues
Responsible To: Practice Manager
_______________________________________________________________________
1. RECEPTION DUTIES
·
Respond to all queries and requests for assistance
from patients and other visitors
·
Greet patients and direct them from reception into
waiting area.
·
Ensure patients without appointments but in need of urgent
consultation are seen according to surgery protocol
·
Explain practice arrangements and formal requirements
to new patients and those seeking temporary cover, ensure procedures are
completed
·
Advise patients of relevant charges for private
services, accept payment and issue receipt for same
·
Enter on computer any requests for home visits and
provide a computer print-out
·
Ensure that any prescription requested urgently for
the day are passed for action to the repeat prescription clerk or other person
as appropriate
·
Action requests for ambulance transport
·
Ensure all incoming and outgoing mail is directed appropriately
·
Ensure reception and waiting areas are kept neat and
tidy
·
Taking fees from patients, entering in day book and issuing
receipts.
·
Ensuring sufficient forms and documents are available in Reception
·
Work safely at all times in accordance with practice policy
·
The
performance of any other reasonable duties requested by the Doctors, Practice
Manager or Reception Team Leader
2. OPERATION OF TELEPHONE SYSTEM
·
Receive and make calls as required in accordance with
surgery protocol. Divert calls and take
messages in accordance with surgery protocol
·
Ensure the system is operational at the beginning of
each day and switched over to night service and answerphone operational at the
end of each day
3. MANAGEMENT OF APPOINTMENT SYSTEM
- Ensure
total familiarity with all appointment systems in effect including regular
and incidental variations
- Book
appointments and recalls ensuring correct information is recorded
- Ensure
appropriate booking of appointments in line with practice protocol
- Monitor
effectiveness of the system and report any problems or variations required
4. START AND END OF DAY PROCEDURES
·
Open up premises at the start of each day, switch off
alarm system and make all necessary preparations to receive patients
·
Follow “End of Day”
procedures and ensure preparations for the next working day are complete
·
Secure premises at end of day, ensure building is
totally secure, internal lights off and alarm system activated
5.
ANY OTHER DELEGATED DUTIES CONSIDERED APPROPRIATE TO THE POST
SPECIAL REQUIREMENTS
OF THE POST
- An
understanding, acceptance and adherence to the need for strict
confidentiality
- An
ability to use own judgement, resourcefulness, common sense and knowledge,
to respond to patients enquiries and requests
- Excellent
communication skills
- Ability
to prioritise workload
- Accuracy
and attention to detail
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 carer, Practice
staff and other healthcare workers.
They may also have access to information relating to the Practice as
a business organization, 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
Health & Safety:
The post-holder will
assist in promoting and maintaining their own and others’ health, safety and
security as defined in the Practice Health & Safety Policy, to include:
- Using personal security systems within
the workplace according to Practice guidelines
- Identifying the risks involved in work
activities and undertaking such activities in a way that manages those
risks
- Making effective use of training to
update knowledge and skills
- Using appropriate infection control
procedures, maintaining work areas in a tidy and safe way and free from
hazards
- Reporting potential risks identified
Equality and
Diversity:
The post-holder will support the equality, diversity and
rights of patients, carers and colleagues, to include:
- Acting
in a way that recognizes the importance of people’s rights, interpreting
them in a way that is consistent with Practice procedures and policies,
and current legislation
- Respecting
the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving
in a manner which is welcoming to and of the individual, is non-judgmental
and respects their circumstances, feelings priorities and rights.
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 an annual individual performance review, including taking
responsibility for maintaining a record of own personal and/or
professional development
- Taking
responsibility for own development, learning and performance and
demonstrating skills and activities to others who are undertaking similar
work
Quality:
The
post-holder will strive to maintain quality within the Practice, and will:
- Alert
other team members to issues of quality and risk
- Assess
own performance and take accountability for own actions, either directly
or under supervision
- Contribute
to the effectiveness of the team by reflecting on own and team activities
and making suggestions on ways to improve and enhance the team’s
performance
- Work
effectively with individuals in other agencies to meet patients needs
- Effectively
manage own time, to ensure equitable division of workload and resources.
Communication:
The
post-holder should recognize the importance of effective communication within
the team and will strive to:
- Communicate
effectively with other team members
- Communicate
effectively with patients and carers
- Recognize
people’s needs for alternative methods of communication and respond
accordingly
Contribution to the
Implementation of Services:
The
post-holder will:
- Apply
Practice policies, standards and guidance
- Discuss
with other members of the team how the policies, standards and guidelines
will affect own work
- Participate
in audit where appropriate
