Medical Receptionist

Job description

Job responsibilities

JOB DESCRIPTION

REPORTS TO: PRACTICE MANAGER AND OFFICE MANAGER

HOURS: PART TIME

Job summary:

The purpose of the role is to:

• Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone;
• Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way;
• Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team;
• Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.

Duties and responsibilities:

The duties and responsibilities to be undertaken by members of the practice administration 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 practice manager/deputy practice manager, dependent on current and evolving practice workload and staffing levels:

• Maintaining and monitoring the practice appointments system via askmyGP and Vision
• Processing personal and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail

• Taking messages and passing on information
• Filing and retrieving paperwork
• Processing repeat prescriptions in accordance with practice guidelines
• Actioning of path results
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
• Ordering, re-ordering and monitoring of stationery and other supplies
• Keeping the reception area, noticeboards and leaflet dispensers tidy and free from obstructions and clutter
• Undertaking any training required by the practice

You will need to cover a late night shift until 6.30pm when required usually during periods of annual leave or sickness. You will be given plenty of notice unless you are covering emergency leave.

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

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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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, PPE and maintaining work areas in a tidy and safe way, free from hazards
• Actively reporting health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

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 peoples 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 that 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 teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, 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
• Recognise peoples 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

This Job Description is not exhaustive and is a guideline to the scope of duties involved. It will be reviewed at regular intervals. It is not intended as a rigid inflexible specification and will be subject to the changing requirements of Dr Wilkes & Partners.

Person Specification

Experience

Essential

• Minimum 2 years experience of working in a public reception or similar environment
• Experience of dealing with the public/patients

Desirable

• Experience of Vision clinical system
• Experience of managing a busy and multi-skilled team schedule

Qualities and attributes

Essential

• An understanding, acceptance and adherence to the need for strict confidentiality and discretion
• Ability to use own judgement, resourcefulness and common sense
• Good attendance record and timekeeping
• Able to work under pressure and remain calm in stressful situations
• Pleasant and articulate
• Able to work in a changing environment
• Enthusiastic and motivated
• Able to use own initiative

Desirable

• Ability to work without direct supervision and recognise workload priorities

Qualifications

Essential

• GCSEs English and Maths (grade C or above) or equivalent

Knowledge, skills and abilities

Essential

• Excellent keyboard and computer skills
• Excellent organisational skills
• Excellent communication skills
• Good numeracy skills

Other

Essential

• Flexibility of working hours/ able to work at the desired times

Desirable

• Experience of a Primary Care environment

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Dr Wilkes and Partners

Address

Briton Ferry Health Centre

Brunel Way, Baglan Energy Park

Llansawel, Castell-Nedd

West Glamorgan

SA11 2FP

Employer's website

https://drwilkesandpartners.nhs.wales/ (Opens in a new tab)