Job responsibilities
The duties and
responsibilities to be undertaken by members of the reception team may include
any or all of the items in the following list.
Duties may be varied from time to time under the direction of the
partners, practice manager, assistant practice manager or lead receptionist,
dependant on current and evolving practice workload and staff levels.
Effectively
greet patients and visitors attending the surgery in an appropriate and
professional manner at all times
Run
the surgery appointment system efficiently to ensure patients are directed to
the most appropriate healthcare professional and setting
Communicate
with patients, relatives and carers using all methods available including
telephone, face-to-face, text messages and e-mails
Process
in person, by telephone and e-mail general enquiries ensuring accuracy of
detail in all messages and ensuring these are actioned as necessary
Action
all practice tasks and workflow comments daily in accordance with the
practice policy
Explain
practice procedures and arrangements for patients wishing to register either
permanently or temporarily and ensuring the patients are residing within the
practice boundary and appropriate documents are completed
Registration
of patients, both permanent and temporary, and ensure information entered onto
system is correct
Process
deduction of patients and receipt of medical records for newly registered
patients
Liaise
with hospital departments and consultants/secretaries for additional
information and test results as required
Action
repeat prescription requests and ensuring they are ready for collection by the
patient within 48 hours
Provide
results of tests and investigations as requested and advised by the GP
Inform
patients of relevant charges for Non-NHS services, accept payment and issue
receipts for same
Update
patient details to ensure correct and accurate details are held, i.e. correct
address and telephone number
Accurately
scan and attach clinical and administrative information/correspondence onto
patients records
Ensure
correspondence, reports, results etc are filed promptly and in the correct
records, ensuring that all recent correspondence is available when patients are
seen
Retrieve
and re-file records as required, ensuring strict alphabetical order is adhered
to
Issue
correct and appropriate specimen containers and forms and ensure the correct
information is obtained and completed on return of the specimen
Raise
service requests with members of the wider healthcare team including District
Nurses, Health Visitors, Community Matron, Palliative Care Nurses and other
services
Maintain
supplies of stationery in consulting rooms and reception area
Open
up premises at the start of the day when first to arrive, de-activate alarm and
make all necessary preparations to receive patients
Ensure
all practice computers are switched on/off at the beginning and end of each day
When
last to leave at the end of the day, ensure that the building is totally
secured, internal lights are off and the alarm activated
Ensure
that the reception area is tidy at the end of each surgery session in
preparation for incoming colleagues
Organise
the reception and waiting areas maintaining a tidy work area and a professional
appearance of patient leaflets and notice boards
Provision
of refreshments as required, keeping kitchen area clean & tidy and ensuring
all dishes are washed
Undertake
any other additional duties appropriate to the post as requested by the
partners or the practice manager