Job responsibilities
Medical Receptionist/Administrator
Responsible to:Practice Manager
Accountable to: GP Partners
Main Purpose
To provide reception and administrative support to assist in the day to day running of the practice.
General
As part of the reception team, you are employed to undertake reception and administrative duties as deemed suitable by the practice manager. The role involves dealing with patients via the telephone and face-to-face as they come into the practice. You are required to use the practice computer system and software. You are required to have good computer skills, along with the ability to organise and prioritise a varied workload in a timely manner.
You are always required to act in a professional manner and adhere to a strict confidentiality policy, as well as other practice policies and guidelines. It is your responsibility to familiarise yourself with the policies.
You are always required to wear the uniform provided to you.
1. Training
Training is predominately in-house and forms part of the internal receptionist/administrator training programme. Training and development requirements will be monitored by a yearly appraisal. Personal development will be encouraged and supported by the practice.
2. Accountability
Although accountable to the Partners of the practice through the practice manager, as an employee you are ultimately responsible for your own actions and must ensure that limitations are always acknowledged.
- Meetings
It will be necessary to attend various meetings as requested. The only reason for not attending will be annual, study or sick leave.
- Liaison
Receptionists/Administrators will be expected to communicate and liaise with all other Health Care Professionals.
Main Duties and Responsibilities
- Ensure an effective and efficient service is provided to patients and other visitors to the practice, the moment they enter or ring the practice.
- Deal with all general enquiries, explain procedures and make new and follow-up appointments.
- Using your own judgement and communication skills, ensure that patients with no prior appointment 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 and ensure procedures are followed.
- Receive and make telephone calls to patients and healthcare professionals as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
- Enter requests for home visits onto the home visit system, ensuring careful recording of all relevant details and where necessary refer to the on-call doctor.
- Action repeat prescription requests, when requested, and ensure that they are ready for collection by the patient within 48 hours.
- Advise patients of relevant charges for private services. Take receipt of the payment and issue receipts, ensuring the correct procedure is followed.
- Enter updates, alerts and general information on to the patients notes and computer as required, ensuring they are dated.
- Patient notes and correspondence:
a) Ensure all correspondence, reports and results are scanned onto the correct patient record the day it is received by the practice, to ensure it is available to be seen by the clinicians
b) Retrieve and re-file records as required, ensuring strict
alphabetical order is adhered to
C) Ensure that records are kept in good repair with all necessary
information on the outside cover clearly visible
- Photocopying of medical records when required
- Log calls with I.T when required and keep a record of the call reference number in the folder
- Log calls with Estates when required and keep a record of the call reference number in the folder
- Ensure the kitchen area is kept clean and tidy
Premises:
- When first to arrive, switch on the TV, PCs and automated check-in screens and make all necessary preparations to receive patients.
- When last to leave at the end of the day, ensure the building is totally secured, all confidential correspondence has been locked away and internal lights, TV, PCs and automated check-in screens are switched off
- Ensure all new patients are registered onto the computer systempromptly and accurately.
- To rotate with other team members as per the rota to ensure you stay up to date with all duties and responsibilities
- Undertake any other additional duties appropriate to the post asrequested by the Partners or the Practice Manager
- Replenish registration packs; ensure packs handed back are filled in correctly.
- Ensure specimens are stored in the fridge and are labelled correctly before sending
- Assist locum Doctors when they work at the practice
Compulsory Requirements
An understanding, acceptance and adherence of the need for strict confidentiality
- Excellent telephone manner and communication skills
- Excellent patient/customer service skills
- Good keyboard and computer skills
- Be able to work with minimum supervision
- To be able to use initiative / common sense
- Excellent team worker
- Flexibility of working hours
Changes to Duties
This job description is not exhaustive. The Partners and Practice Manger reserve the right to distribute duties and functions between staff members when required. The employee shares with the employer the responsibility for review and modification of duties.