Job responsibilities
Job Purpose:
To ensure
that the reception area of the Practice runs smoothly whilst providing a high
level of service to patients, doctors, nurses and other members of the Practice
team. The role involves greeting patients and visitors in an efficient and
courteous manner whilst providing an effective and polite telephone enquiry
service by proactively communicating information between relevant patients,
doctors and professionals
Duties and Responsibilities
Reception and Telephone Duties
Taking
requests for prescriptions
Sorting
and routing of external/Internal mail
Greet
and direct patients and visitors. Explain practice arrangements and formal
requirements to new patients and those seeking temporary cover, ensure
procedures are completed
Book
in patients and visitors in line with practice appointments and visitors
procedures.
Respond
and/or redirect all patient and visitor requests accordingly.
Dealing
with daily practice notes as per protocol giving out patient test results
Booking,
amending and cancelling patient appointments.
Deal
with patients requests for ambulance bookings following given protocol
Explain
practice arrangements and formal requirements to new patients and those seeking
temporary cover, ensure procedures are completed
Ensure
that reception and waiting areas are kept neat and tidy
Answering
incoming telephone calls, ensuring calls are documented and redirected
accordingly, ensuring that all incoming calls are answered within four rings
with no calls placed on hold without fist establishing the urgency of the
call
Triage
all patient requests for appointments according to the information given by the
caller so they are seen by the most appropriate person, following written
guidelines & protocols.
Triage
requests for home visits according to protocol making certain that all relevant
information is recorded
Carry
out general administrative duties including photocopying, sending faxes and the
scanning of letters as a key area of work that needs to be kept constantly up
to date
Retrieve
and re-file records as requested, ensuring that strict alphabetical order is adhered
to
Tag
medical records
Oversee
waiting rooms and consulting rooms to ensure they are kept tidy and stocked
appropriately
Advise
patients of the relevant charges for private services and accept payment
Carry
out general administrative duties including photocopying, sending faxes and the
scanning of letters as a key area of work that needs to be kept constantly up
to date.
Retrieve
and re-file records as requested, ensuring that strict alphabetical order is
adhered to.
Ensure
outstanding queries are explained and handed over to next shift, as necessary
Ensure
fax machine is operating correctly and prior to close of Practice in the
evenings/weekends adequate paper supply in place.
Ensure
answering machine service for out of hours information is directed appropriately
switched to answer machine at close of practice and back to surgery each
morning.
Ensure
up-to-date maintenance of both computerised and manual filing systems (i.e.
patient notes).
Print
cyber lab forms as per protocol
Major Duties & Responsibilities of
the post of Repeat Prescription Clerk
Receive
patients requests for authorised repeat prescriptions whether in writing, via
the telephone or verbally
With
the exception of controlled drugs, prepare computerised prescriptions for a
doctors signature
Ensure
that the details of the issue of all repeat prescriptions are entered on the
computer
Where
the information received is either incorrect or insufficient, ensure that the
request for a prescription is referred if the appropriate doctor for action
Provide
a point of contact for patients with enquires relating to repeat prescriptions
and ensure follow-up action if the enquiry cannot be resolved immediately
Ensure
that problems and queries regarding repeat prescriptions are brought to the attention
of the appropriate doctor and that follow-up action is taken to resolve such
matters
Make
regular checks on prescriptions ready for issue and bring to the attention of
the appropriate doctor any that are not collected
Nomad
prescription requests
Requests
for new/amendments to patients oxygen supplies
General
Relief
Management staff rotas in line with practice policy
Maintain
Intradoc practice policies and documents ensuring all are kept updated on time
in respect of reception tasks
Input
and extract information from Practice computer system
This
job description is not exhaustive and may be adjusted periodically after review
and consultation. You will also be expected to carry out any reasonable duties
which may be requested from time-to-time.
Work
safely at all times in accordance with Legislative requirements and Practice
Policy and Procedures.
Any
other reasonable duties as necessary