Medical Receptionist / Administrator

Job description

Job responsibilities

JOB TITLE

Medical Receptionist

RESPONSIBLE TO

Practice Manager

JOB PURPOSE

To ensure that the reception area runs smoothly and efficiently, providing a high level of service to patients, doctors, nurses and other members of the practice team.

Reception duties

Greet and direct patients and other visitors

Use of appointment system and monitoring flow of patients into consulting and treatment rooms, informing patients of any delays

Ensure that the patients without appointments but who need urgent consultation are seen in an appropriate manner liaising with the GP where necessary and signposting appropriately

Deal with general enquiries and complaints

Respond to needs of the clinical team

Register new patients and those seeking temporary cover, ensuring procedures are completed

Advise patients of relevant charges for non NHS services and accept payment

Enter requests for home visits onto the computer system including all relevant information and where necessary refer to the GP

Ensure that all requests for prescriptions are actioned the same day in line with practice protocols

Action requests for ambulance transportation

Give out test results in accordance with GP instructions

Ensure computer tasks are actioned on a daily basis

Ensure personal and practice emails are actioned on a daily basis

Ensure smooth running of the following days clinics by checking blood requests etc

At the end of the shift ensure any outstanding queries are handed over as necessary

Telephone Duties

Receive and make calls as required

Divert calls and take messages as appropriate

Signpost patients to the most appropriate service for their needs

Total familiarity with the telephone system

Management of appointment system

Ensure total familiarity with all appointment systems and clinics

Book appointments and reviews ensuring sufficient information is recorded to retrieve the correct patient record

Monitor effectiveness of the system and report any problems

Management of medical records

Ensure correspondence, reports, results etc are filed correctly into the electronic patient record

Tagging of new patient records as required

Entry of patient data onto the computer system

Deal with incoming mail from outside organisations and scan / attach to the patient record

Computer System

To be familiar with all aspects of the computer system keeping up to date with new tasks and developments

Familiarity with other IT systems such as Surgery Connect, AccuRx and E Consult

Promote use of the NHS App and support patients with set up if required

Adhere to practice security and confidentiality policies at all times

General

When required, open up reception at the start of day and make all necessary preparation to receive patients

Lock up reception at the end of day, ensuring practice area is totally secured

Observe health and safety guidelines at all times

General housekeeping - ensure reception, tea room and waiting areas are kept tidy

Any other reasonable duties as requested by the Practice Manager

Person Specification

Qualifications

Essential

• Good standard of general education
• Mathematics grade 4 or above
• English grade 4 or above

Desirable

• Medical Receptionist qualification
• Medical terminology training
• NVQII in Customer Service or equivalent
• IT Qualification

Experience

Essential

• Experience of working with the general public
• Experience of reception / admin work
• Excellent communication skills (Written and Oral)
• IT skills
• Clear, polite telephone manner
• Time management and the ability to work to deadlines
• Problem solving skills
• Interpersonal skills
• Smart, polite and confident
• Planning and organising
• Performing under pressure
• Adaptability
• Using initiative
• Team working
• Self motivated
• Flexibility
• Confidentiality

Desirable

• Experience of working within General Practice
• Knowledge of EMIS clinical system
• Knowledge of clinical coding and summarising

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Houghton Medical Group

Address

The Health Centre

Church Street

Houghton le Spring

DH4 4DN

Employer's website

https://houghtonmedicalgroup.nhs.uk/ (Opens in a new tab)