Medical Receptionist/ Medical Records summariser

Job description

Job responsibilities

Receptionist Job Duties:

Primary Responsibilities:

1. Maintain and Monitor Appointment System:

   • Oversee the practice appointment system.
   • Process personal, telephone, and e-requests for appointments.

2. Communication Handling:

   • Answer incoming phone calls, transfer calls, or address caller requests.
   • Signpost patients to the correct service.
   • Initiate and respond to requests from patients, team members, and external agencies.

3. Administrative Tasks:

   • Read code data on EMIS.
   • Photocopy required documentation.
   • Perform data entry of temporary registrations and relevant patient information.
   • Input data into patient healthcare records.

4. Information Management:

   • Direct requests for information to the administrative team.
   • Process tasks on DOCMAN, EMIS, and other workflow systems.
   • Workflow urgent results to the duty doctor.

5. General Management:

   • Manage queries efficiently.
   • Conduct system searches as requested.
   • Maintain a clean, tidy working area.
   • Monitor and maintain reception area and notice boards.

6. Support and Coordination:

   • Support clinical staff with general tasks.
   • Manage reception emails in a timely manner.
   • Process repeat prescription requests efficiently.

7. Documentation Handling:

   • Open and distribute incoming post.
   • File patient notes.
   • Chaperone when appropriate and trained.
   • Prepare new patient packs.
   • Keep up to date with mandatory training.
   • Book interpreters for patient appointments.
   • Place samples in the fridge and record in reception diary.

8. Additional Duties:

   • Undertake any other duties as required.

Medical Records Summariser Job Duties:

Primary Responsibilities:

1. Record Review and Summarization:

   • Review records and accurately summarize patient medical history.
   • Accurately read-code data on the EMIS clinical system.

2. Progress Monitoring:

   • Review summarizing progress to achieve practice targets.
   • Review all clinical letters, ensuring appropriate processing according to protocols.

3. Administrative Tasks:

   • File and store records as required.
   • Photocopy necessary documentation.
   • Act on incoming faxes, emails, and mail in a timely manner.
   • Scan patient-related documents and attach them to healthcare records.

4. Communication Handling:

   • Answer incoming phone calls, transfer calls, or address caller requests.
   • Carry out system searches as requested.

5. General Management:

   • Maintain a clean, tidy working area.
   • Support clinical staff with general administrative tasks.

Secondary Responsibilities:

Receptionist:

1. Partake in audits as directed by the audit lead.
2. Participate in staff training days.
3. Provide cover during staff absences.
4. Register patients onto the clinical system and return notes with associated administration.
5. Book clinics and administer patient loan equipment.
6. Complete opening and closing procedures in accordance with the rota.
7. Monitor stationery supplies and inform the Office Manager when stocks are low.

Medical Records Summariser:

1. Review and update summarizing policy as required (in conjunction with the Practice Manager).
2. Partake in audits as directed by the audit lead.
3. Support reception staff, providing cover during staff absences.
4. Book appointments.
5. Complete opening and closing procedures in accordance with the duty rota.
6. Equality, Diversity & Inclusion
7. A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

8. Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

   Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

   Safety, Health, Environment and Fire (SHEF)

   This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

   Confidentiality

   This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and always maintain confidentiality. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

   Quality & Continuous Improvement (CI)

   To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

   This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

   Induction Training

   On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Deputy Practice Manager.

   Learning and Development

   The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

   Collaborative Working

   All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

   Service Delivery

   Staff at DeMontfort Medical Centre must adhere to the information contained with practice policies and regional directives, ensuring protocols are always adhered to. Staff will be given detailed information during the induction process regarding policy and procedure.

   Security

   The security of the practice is the responsibility of all personnel. Staff must ensure they always remain vigilant and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.

   Professional Conduct

   At DeMontfort Medical Centre, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.

   Leave

   All personnel are entitled to take leave. Please refer to your contract for details.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent

Desirable

• GCSE Mathematics & English (C or above)
• AMSPAR Receptionists Qualification
• NVQ Level 2 in Health and Social Care
• Medical records summarisation qualification

Experience

Essential

• Experience of working with the public
• Experience of administrative duties

Desirable

• Experience of working in a health care setting

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure
• Clear, polite telephone manner

Desirable

• EMIS
• Understanding of clinical coding

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Other Requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

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

SW Healthcare

Address

Demontfort Medical Centre

Burford Road

Evesham

Worcestershire

WR11 3HD

Employer's website

http://www.swhealthcare.org.uk (Opens in a new tab)