Job responsibilities
Heathfielde Medical Centre
Summary of Reception Supervisor Job Description
Job Title: Reception Supervisor
Pay: Dependent on experience
Line Manager: Practice Manager
Hours: Part time
Contract: Permanent (subject to satisfactory probation period)
Job Summary:
Responsibilities
The following are the core responsibilities of the Reception Supervisor.
There may be on occasion, a requirement to carry out other tasks; this will be
dependent upon factors such as workload and staffing levels:
To provide day-to-day support, leadership, and
guidance for the practice reception and administration team, ensuring an
efficient and professional manner is maintained and to provide cover to the
reception team when needed.
Ensure all reception and administration duties
are completed to the highest standard.
Monitor staff attendance, sickness absence and
annual leave.
To provide communications between patients,
doctors and other staff.
Support the Practice Manager in the recruitment
and induction of all new reception and administration staff.
Ensure cover and suitable contingency plans are
in place for all leave, including unforeseen absence.
Support the Practice Manager in the running of elements
and/or services within the practice e.g. compliance with CQC, Health and Safety
audits etc.
Work with the Practice Manager and other members
of the practice to identify areas for improvement and assist in change
management where appropriate.
Take responsibility for the recording of all home
visit requests, ensuring that the home visiting protocol is followed.
To undertake specific assigned tasks, project
support, or development work which may arise during changes to the NHS.
Manage and deal with day to day needs,
difficulties and requirements of the partners and other clinical staff.
To work closely with reception and clinical staff
to ensure adequate cover and the smooth running of the practice, reporting any
problems encountered to the relevant person.
To be a point of contact for staff and patient
queries and concerns.
The greeting of patients, dealing with their
enquiries in a courteous and polite manner.
Dealing with patient complaints relating to front
desk/reception services.
Oversee and delegate daily tasks e.g. chasing
missing test results and notes, unusual queries, following through patient
queries, registration difficulties, etc.
Making appointments and booking patients in for
surgeries and clinics.
Answering the telephone within a reasonable time,
dealing with requests and enquiries courteously and politely.
Contacting hospitals and various other agencies
for results, appointments, booking, referrals and patient information.
Making appointments: offering and arranging the
appointments for doctors, helping to arrange clinics.
Responding to and resolving all local IT issues
where appropriate liaising with NHIS the CCG IT support/or others to resolve
hardware and software issues.
Setting up new members of staff in the clinical
and other IT systems.
Ensure the effective use of clinical systems, IT
programmes and other systems used throughout the practice.
Providing support and ensure training for current
and new staff is carried out.
Support practice secretaries in developing and
maintaining effective call and recall systems for patient services and reviews.
Training of staff on practice IT systems as
necessary.
To promote Equality and Diversity and Health and
Safety in themselves.
