Job responsibilities
ROLE OBJECTIVES
To
conduct yourself in a friendly and courteous manner and establish and
maintain good relationships with patients and others who may come into
contact with the practice.
To
ensure that patient confidentiality is maintained.
To
provide administrative support to colleagues, practice manager and doctors.
To
develop and maintain the skills necessary to fulfil the requirements of the
role of receptionist.
To
support and facilitate other staff members in their professional development.
You must not give clinical or medical
advice to patients although it is acceptable to pass on information and
advice as directed by either Doctors or Nurses at the practice.
SPECIFIC TASKS
Reception
Unlock
the surgery in the morning and ensure consulting rooms are tidy for morning
surgery. Lock up after surgery has finished, and carry out routine checks
required to maintain the security of the building.
Deal
with queries and requests from patients and other visitors as required,
taking advice from medical staff where necessary.
Change
the bedroll in each consulting room after every surgery session and change
linen, tea towels and hand towels regularly.
Ventilate
and tidy the waiting room and reception area after each surgery session.
Ensure
that an adequate supply of stationary is available in the consulting rooms
and reception area.
Take
blood pressure reading from patients and enter results in patient records.
Booking
patients into appointments.
To
ensure that we have sufficient stocks for urine pots, swabs etc and ordered.
All order forms should be dated and saved in the specific folder and a copy
of the order form to be pinned to the notice board until stocks have arrived
in surgery.
Administration
Accept
and accurately record requests for home visits and allocate these to the
Doctors in line with practice policy.
Accept
and process requests for repeat prescriptions in line with practice policy.
Book
ambulances for patients attending hospital as required.
Take
accurate messages for Doctors, Practice Nurses, District Nurses/Midwives,
Health Visitors and Practice Manager.
Liase
with hospitals and other outside agencies.
Open
mail and ensure this is scanned onto the Docman system and sent through to
the relevant parties.
Mail
that arrives directly into the Docman and clinical system is processed and
forward appropriately.
To
ensure that phones are answered within 6 rings and that all calls are triaged
and booked into the correct surgeries And documented clearly with any
information relevant in notes
Computerised Appointments
To
carry out tasks associated with the management of the appointments system,
and patient records.
Create
and cancel computerised appointments for all doctors and nurses as necessary,
ensuring that no appointments are booked for doctors or nurses that are not
relevant to that specific person.
Management of Patient Records
Retrieve
and file paper records as necessary.
To
carry out administrative tasks through Emis and Docman associated with
prescriptions, hospital and laboratory results, medical reports and patient
records in accordance with practice policy.
Maintain
accurate records of all new registrations, returned notes, deceased patients
and changes to patient details.
Ensure
that patients are called for cervical cytology, postnatal examination and
pre-school vaccinations as appropriate.
When ordering
Methotrexate, Warfarin, etc that all latest bloods are imported into notes
and recorded on the request to the doctors. Should latest bloods not recorded
then blood form should be requested on the TO Do list and patient should be
informed that blood test will be needed.
To monitor the TO DO list
and ensure that this has all been completed before the end of the shift.
Ensure that all
appointments are booked from the morning surgery before the afternoons to
ensure that appointments are not wasted.
To liaise with district nurses, hospitals,
social services and other external agencies and to document the information
and pass on to the relevant parties.
ANY OTHER
DUTIES
Any other duties appropriate to the grade requested
by the practice manager, practice coordinator, doctors or nurses.
Work additional hours to provide cover during
holidays/staff absence and when surgeries run over.
This job description is not an exhaustive list of
duties and will change as the requirements of the practice develop. Any
changes will be made in consultation with the post holder.
REQUIREMENTS
Effective
communication skills.
Administrative
experience and basic IT skills.
Ability
to work effectively on own initiative and under pressure.
Good
telephone manner.
Helpful
approach
Flexibility.
Ability
and willingness to develop skills in line with the changing requirements of
the post.
