Medical Receptionist

at  Homestead Medical Centre

Main Aims and Objectives To maintain a courteous and helpful manner to all patients and other visitors, regardless of age, sex, ethnic origin, ability and circumstance. 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. To ensure that total confidentiality is maintained at all times.
To perform the main duties and responsibilities as defined in this job description or as amended by the Practice in the light of experience to assist in the smooth running of the practice. Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies To observe, at all times the Practice rules, policies and procedures. This job description is an outline of the main duties of the post and is not designed to be an exhaustive list of duties and responsibilities but represents the current key areas of work. .
Open and lock up the premises at the start and end of each day maintaining security at all times. 2. Greet patients on arrival and mark their attendance on the appointment system. 3.
Answer the reception telephones within 4 rings, passing calls to all practice members as required. Take messages for doctors, nurses and other members of staff, as well as attached staff in their absence. All messages are to be recorded on SystmOne via notifications or TASKS. 4.
Make appointments for patients when requesting over the phone or in person. 5. When receiving a request for a same day appointment make sure the Triage clinician is aware by putting them on the list with a contact number. 6.
When taking a request for a home visit pass it onto the Triage clinician for an initial assessment. 7. Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed. 8.
Advise patients of relevant charges for private services, accept payment and issue receipts for same. 9. Periodically check the fax and printers to make sure they are operational and has an adequate supply of paper. 10.
Ensure all staff are aware when your holiday leave has been approved so that adequate cover can be arranged as per the holiday rotas 11. Assist in the induction of new reception staff 12. Keep the reception area, notice boards and leaflet dispensers tidy and free from clutter. 13.
Have a thorough knowledge of all practice procedures and know how to access them through the Shared drive if needed. 14. Fax and photocopy as required 15. Process patients change of address and personal details 16.
Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover. Ensure that the summary card is always at the front tagged together with the continuation cards followed by any letters and finally results at the back of the records. 17. Take requests for repeat prescriptions and sick notes, checking with the patient that accurate details have been recorded.
18. Issue repeat prescriptions, computerised and hand written. Ensure recipient is the patient or bona fide agent, by requesting personal details for authenticity i.e. patients address and date of birth before releasing it.
19. Ensure all pathology specimens are ready and given to the hospital courier each day and recorded. 20. Book ambulances as required.
21. Issue Practice and other leaflets, when requested by patients. 22. If a patient wishes to make a complaint, give them a copy of the Practice Complaints procedure, and ask them to read it.
If the patient wants or insists on making a complaint there and then, advise them to take a seat and contact the Practice Manager. In the absence of the Manager, the Partner on duty at the time should be consulted. Record all dealings with the patients at the earliest convenience 23. As requested by Doctors or Practice Manager, prepare statistical or data reports.
24. When destroying a prescription make sure that you record it on the computer system accordingly. 25. Ensure that when drinks are brought into the reception area that they are safely away from all electrical equipment.
Never place cups on to computers, photocopy machine, fax etc. Also ensure after use they are washed and put away. 26. When necessary attend meetings as requested by the Practice Manager.
27. Ensure that a Significant Event reporting form is completed for any incident that stands out as unusual or unexpected and hand it back to the Practice Manager. 1. Invite patients for post natal and 8 week checks 1.
Contact patients with messages regarding repeat prescriptions and test results 1. Contact patients periodically for seasonal vaccinations and other required appointments. 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 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. Health & Safety The post holder will assist in promoting and maintaining their own and others health, safety and security by: Using personal security systems within the practice Identify the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks when identified Equality & 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 which is welcoming, 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 annual performance review Participate in mandatory training either in house, externally or through E-learning 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 strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingl

Please refer the Job description for details