Job responsibilities
- To be responsible,
together with the other receptionists, for the interface between the Practice
and the general public, particularly the patients of the Practice, both in
person and on the telephone. To work
closely with the other Reception staff to ensure the smooth running of
Reception and efficient delivery of service to the patients. To work together
with colleagues to ensure the timely and accurate recording of data onto
patients electronic records including registration and deregistration.
- To greet and direct patients and visitors to the practice
promptly and courteously, assisting with enquiries, ensuring that accurate
information is supplied,and that the reception desk is constantlyattended. Be responsible, together with the other reception
staff, for the appointment system including online booking and the NHS and GP
Apps
- To process all incoming and outgoing telephone calls,
ensuring that callers are answered courteously, promptly and clearly and that
accurate messages are always passed on to the appropriateperson.
- Process messages, texts and e-mails in accordance
with practice policies and protocols
- To maintain accurate patient record systems, both
manual and computerised, including movement of records and filing or scanning
of all correspondence, in accordance with practice protocols
- To share responsibility for the administration
associated with reception working to practice protocols and policies, including
chasing up results, booking interpreters, filing, clinical coding and other
data entry, opening the daily post and any other reasonable duties that mayarise.
- To be responsible for the registration of new
patients: assessing and explaining eligibility in line with practice protocols;
providing information on the Health Service; assisting with form filling; and
accurate computer entry of registration details
- To share responsibility for opening and closing the
building including, in line with practice protocols. Including: to ensure the phone is switched on
and off at the correct times; to lock and unlock the building; to set and
deactivate the alarm; to switch equipment on at the beginning of the day and
off at the end of the day.
- To ensure that the reception and waiting areas are
always kept tidy, stocked appropriately and free from hazards in accordance
with practice policy and health and safetylegislation.
- Processincoming and outgoing medical records in line with current
policy and guidelines
- Be aware of the practice policies on
confidentiality, disclosure of information and recording systems, both manual
and computerised. To maintain strict
confidentiality concerning patients, staff and Practice business at all times.
- To be aware of the practice philosophy and treat
patients and visitors with respect and tolerance. To liaise sensitively with people from a
variety of backgrounds, often not fluent in English. To cope with the occasional rude and/or
aggressive patient calmly, reporting such incidents to your line manager, Practice
Manager or a Partner and calling for assistance when required.
- To provide cover for absent colleagues and to work
flexibly according to the needs of the practice.
- To identify, together with your line manager, any
personal training needs and to be prepared to undertake any relevant training
courses when necessary.
- To adhere to all relevant practice protocols.
- Any other duties, appropriate to the post, as required by themanagement.
TEAM WORKING
To work harmoniously
with all practice colleagues, with particular emphasis on other members of the
Reception team. To take an active role in participating in the Practice team.
To seek to improve
communication skills and team working skills.
EQUAL OPPORTUNITIES
It is the aim of the practice to ensure that no
job applicant or employee receives less favourable treatment on the grounds of
sex, race, colour, religion, marital status, sexuality, age or disability and
is not placed at a disadvantage by conditions or requirements which cannot be
shown to be justifiable. To this end the
practice has an Equal Opportunities Policy and it is for each employee to
contribute to its success. The post-holder should refer to the Equality and
Diversity section of the Practice Handbook.
CONFIDENTIALITY
All information concerning patients/clients
partners, staff and practice matters must be treated as strictly confidential
at all times. The post-holder must familiarise themselves with the requirements
under the Child Protection Policy and the Whistle-blowing policy and act in
accordance with these guidelines.
ACCESS TO
HEALTH RECORDS
All staff who contribute to patients health
records are expected to be familiar with, and adhere to, the Practices
Standards of Records Keeping Policy.
Staff should be aware that patients records throughout the Practice
will be subject to regular audit.
In addition, all health professionals are
advised to compile records on the assumption that they are accessible to
patients in line with the Access to Health Records Act 1990.
HEALTH AND SAFETY
To be aware of the responsibility placed on employees under the Health
and Safety Work Act (1974) and ensure that agreed safety procedures are carried
out in order to maintain a safe environment for employees, patients and
visitors. The
post-holder should refer to the Practice Health & Safety Policy.
DATA PROTECTION
If you have contact with computerised data systems you
are required to obtain, process and/or use information held on a computer or
word processor in a fair and lawful way.
Further you are required to hold data only for the specific registered
purpose and not to use or disclose it in any way incompatible with such
purpose. To disclose data only to
authorised persons or organisations as instructed.
NO
SMOKING POLICY
There is a no smoking policy in operation in
the Practice. In accordance with this
policy smoking is positively discouraged and is not permitted anywhere on the
premises.