Receptionist

Job description

Job responsibilities

RECEPTION DUTIES

Ensure efficiency of appointment system and monitor flow of patients into consulting and treatment rooms

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

Using Care Navigation to direct patients to the right healthcare professional the first time to ensure patients receive the right support, at the right time to help manage patients needs.

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 receipts for same

Respond to all queries and requests for assistance from patients and other visitors

In conjunction with the senior receptionist ensure that requests for prescriptions are actioned where possible within one working day

Entering requests for home visits onto the relevant GPs home visit ledger on SystmOne including and information regarding the patient and alerting the GP of this.

Ensure reception and waiting areas are kept neat and tidy

Take part in North Easington Extended Access rota, working on some weekends and public holidays at an enhanced rate.

USE OF APPOINTMENT SYSTEMS:

Ensure total familiarity with appointment system in use including regular and incidental variations

Book appointments and reviews ensuring sufficient information is recorded to do this

Monitor effectiveness of the system and report any problems or variations required

PROCESSING OF MEDICAL RECORDS:

Refile records as required, ensuring that strict alphabetical order is adhered to

Where necessary ensure correspondence, reports, results, etc. are scanned into the correct record and an entry to be put in the patients computer record using the relevant read code where necessary.

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

Ensure hospital letters, x-rays etc. are scanned into patient records within SystmOne

Pull off all printouts for patients medical records being returned

PREPARATION OF CONSULTING ROOMS:

Ensure that the consulting rooms are prepared in readiness for each consulting session, checking full range of forms and requirements and re-stocking as required. Ensure that any consumables with an expiry date are in date. Adhering to health and safety protocols.

Ensure that the consulting rooms are checked at the end of each consulting session and left tidy and secure

OPERATION OF TELEPHONE SYSTEM:

Receive and make calls as required. Divert calls and take messages as appropriate

Ensure that system is operational at the beginning of each day and switched over to night service.

START AND END OF DAY PROCEDURES:

Open up premises at the start of day, set alarm to day function and make all necessary preparation to receive patients

Secure premises at end of day, ensure the building is totally secured, internal lights off and alarm activated when necessary

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 local knowledge, to respond to patients enquiries and requests.

Excellent communication skills

BENEFITS OF THE JOB:

• Free on-site parking
• Sick pay
• NHS Pension
• 5 weeks' holidays plus bank holidays (pro rata if part-time)

Person Specification

Qualifications

Essential

• Good standard of general education
• GCSE Mathematics grade C or above (or equivalent)
• GCSE English grade C or above (or equivalent)

Desirable

• NVQII in Customer Care

Experience

Essential

• Experience of working with the general public
• Experience of reception work

Desirable

• Experience of working within General Practice
• Working in a high volume call centre environment

Skills & Behaviours

Essential

• Excellent communication skills (written and oral).
• IT Skills.
• Clear, polite telephone manner.
• Time management and the ability to work to deadlines.
• Problem solving skills.
• Interpersonal skills.
• Smart, polite and confident.
• Planning and organising.
• Performing under pressure.
• Using own initiative.
• Team working.
• Self-motivated.
• Flexibility.
• Confidentiality.

Desirable

• Knowledge of Systm1 patient software

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

Marlborough Surgery

Address

Seaham Primary Care Centre

St. Johns Square

Seaham

County Durham

SR7 7JE

Employer's website

https://www.marlboroughsurgery.co.uk (Opens in a new tab)