THE MEADS MEDICAL PRACTICE LIMITED JOB DESCRIPTION POSITION: RECEPTIONIST/ADMINISTRATOR REPORTS TO: OPERATIONS LEAD ACCOUNTABLE TO: PRACTICE MANAGER PAY SCALE: Ad Hoc HOURS: By agreement ________________________ SUMMARY OF RESPONSIBILITIES The post holder will provide an efficient reception service to our patients, doctors and nursing teams. The tasks will include front of house reception, telephone duties and other administrative duties. The work will involve use of telephones, computerised systems including appointments, filing and general surgery assistance. The receptionist is the first point of contact for patients and the general public so it is essential that they present a professional and caring image of the practice and maintain strict confidentiality at all times.
This is a responsible role. ___________________________ MAIN DUTIES AND RESPONSIBILITIES 1. Reception and Administrative Duties Prepare premises punctually in the morning Receive and direct patients, assisting frail, elderly, less mobile patients or any patient as appropriate Answer the telephone courteously and efficiently, taking and recording messages accurately Operate the appointment system as directed; take requests for bookings and home visits and record these on clinicians lists Make necessary arrangements for repeat prescriptions, blood tests, X Rays and hospital transport Assemble items for hospital and health authority transport Open, sort, process and distribute mail To maintain delegated QOF areas as given by the Operations Manager Receive private fee payments and issue receipts File correspondence, keeping paper medical records in appropriate condition Update computerised records as required Undertake additional administrative tasks as requested Prepare consulting rooms before and after surgery Lock and secure premises at night as and when directed, checking that the telephone system has transferred correctly to the Out of Hours service Report to the Operations lead any matter affecting patient confidentiality, safety or security. General Responsibilities All staff are expected to comply with practice policy and protocol.
All staff are expected to dress smartly and professionally and in the uniform which is provided. All staff receive “on-the-job” training from experienced Receptionists. In addition all staff are required to attend all Statutory & Mandatory training courses which include annual Basic Life Support as instructed by the Operations Lead. The post-holder will attend relevant training as identified either at appraisal or to meet the requirements of the practice.
It is expected that the knowledge and skills acquired from attendance at such training will be shared and applied within the practice. Receptionists will monitor reception areas for cleanliness and tidiness and take action as required, helping to ensure that patient waiting areas are welcoming and give a good impression of the practice. Ensure premises are kept clean and tidy during the day; tidy and sort notices and leaflets in waiting areas; discard old or damaged items where necessary. It is important that all members of practice staff are flexible and prepared to adapt and take on additional duties or to relinquish existing duties in order to maintain efficient running of the practice.
The Directors and the Management team reserve the right to redistribute duties and functions amongst staff from time to time based on service needs and the existing skills of the post holders. The post holder is expected to personally comply with the statutory provisions of health and safety at work legislation and local policy and to always work in a safe manner and not to put self or others at risk. It is a requirement that all employees of the practice comply with the rules of confidentiality pertaining to patients, staff and business information. 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 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 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, to 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, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified 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 recognises 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 to and of the individual, is non-judgemental 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 Communication: The post-holder should recognise 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 wor

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