Job responsibilities
Receptionist job description &
person specification
Job
Title
Medical Receptionist
Line
Manager
Office &
IT Manager
Accountable
to
Practice
Manager
Hours
per week
Hours 18 hours with the possibility of additional hours later in the year
Monday 12.30pm to 6.30pm Wednesday 12.30pm to 6.30pm and Friday 12.30pm to 6.30pm.
Please send your C.V. to Christine.colls@nhs.net
Job
Summary
To be responsible for
undertaking a wide range of reception duties and the provision of general support
to the multidisciplinary team. Duties can
include but are not limited to, greeting and directing patients, effective
use of the appointment system, booking appointments, processing of
information and assisting patients as required. To act as the central point of contact for patients,
the distribution of information, messages and enquiries for the clinical
team, liaising with multidisciplinary team members and external agencies such
as secondary care and community service providers.
Generic
Responsibilities
All
staff at DeMontfort Medical Centre have a duty to conform to the following:
Equality, Diversity & Inclusion
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.
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.
Primary
Responsibilities
The
following are the core responsibilities of the receptionist. There may be on
occasion, a requirement to carry out other tasks; this will be dependent upon
factors such as workload and staffing levels:
a.
Maintaining and monitoring the practice appointment
system
b.
Process personal, telephone and e-requests for
appointments
c.
Answer incoming phone calls, transferring calls or
dealing with the callers request appropriately
d.
Signpost patients to the correct service
e.
Initiating contact with and responding to, requests from
patients, team members and external agencies
f.
Read code data on EMIS
g.
Photocopy documentation as required
h.
Data entry of temporary registrations, immediate and
necessary and relevant patient information as required
i.
Input data into the patients healthcare records as
necessary
j.
Direct requests for information i.e. SAR, insurance /
solicitors letters and DVLA forms to the administrative team
k.
Process tasks on DOCMAN, EMIS and any other forms of
workflow
l.
Workflow urgent results to the duty doctor
m.
Manage all queries as necessary in an efficient manner
n.
Carry out system searches as requested
o.
Maintain a clean, tidy, effective working area at all
times
p.
Monitor and maintain the reception area and notice boards
q.
Support all clinical staff with general tasks as
requested
r.
Manage and monitor the reception emails and ensure all
items are dealt with appropriately and in a timely manner
s.
Process repeat prescription requests ensuring they are
processed efficiently and in a timely manner
t.
Opening of the post and placing in staff trays.
u.
Filing of patient notes
v.
Chaperoning where appropriate and have completed training
w.
Preparing New patient Packs
x.
Keep up to date with mandatory Training
y.
Booking of Interpreters to support patients at
appointments
z.
Place samples in fridge and record in reception diary
aa.
Any other duties as required.
Secondary
Responsibilities
In
addition to the primary responsibilities, the medical receptionist may be
requested to:
a.
Partake in audit as directed by the audit lead
b.
Partake is staff training days
c.
Provide cover during staff absences
d.
Scanning of patient related documentation and attaching
scanned documents to patients healthcare records and work flowing to an
appropriate clinician/administrator
e.
Registering patients onto the clinical system and
returning of notes including associated administration
f.
Book clinics and administer patient loan equipment
including uploading of results
g.
Complete opening and closing procedures in accordance
with the rota
h.
Monitoring of stationery supplies and informing Office
Manager when stocks low
