Job responsibilities
JOB DESCRIPTION
MEDICAL RECEPTIONIST
Sandgate Road Surgery
GENERAL PRINCIPLES
- To provide confident, professional and efficient liaison between the practice, its patients and all other agencies involved in the provision of medical care, goods or services.
THE MAIN PURPOSE OF THE POSITION IS TO ENSURE:
- To act as the first contact for patients using the services provided by the surgery by telephone and in person at the reception desk.
- Enquiries from patients must be confidentially, efficiently and courteously handled.
- That the filing, record keeping and distribution of documents are undertaken efficiently.
- That the surgery patients, staff and premises are kept safe, secure and tidy.
MAIN DUTIES:
- Opening the premises punctually and checking heating ventilation
- Restoring or transferring the practice telephone services
- Providing administrative assistance to the GPs.
- Providing administrative assistance to practice staff
- Dealing with all patient enquiries effectively, efficiently, courteously and appropriately, according to practice policies.
- If necessary, making available patients records for the doctors/nurses surgeries
- Receiving patients on their arrival and directing them appropriately as necessary.
- Answering general enquiries, explaining surgery procedures, making new and follow up appointments.
- Receiving requests for and making out repeat prescriptions. Distributing these after the doctor has checked and signed them.
- Filing and extracting records and any documents relating to these including:
- Filing of new patient registrations and records
- Extracting and deleting records of patient withdrawals, keeping lists of both these for checking against the Health Authority records.
- Receiving and recording requests for home visits with sufficient information to judge degree of urgency. Patients notes and summary printouts to be made ready for doctors to take with them. Record visit request on computer visits list and follow visits protocol.
- Ensure all post is opened each day and distributed to the appropriate people.
- Ensure all relevant documentation is scanned onto DocMan and sent to the appropriate people and/or electronically filed in patients notes.
- All confidential documents must be shredded.
- Ensuring that an adequate supply of stationery is available in consulting rooms and reception areas.
- Logging messages for doctors using appropriate message book/PN/or e-mail systems and checking that they have been seen by the doctor concerned.
Receiving and passing on messages for nurses, midwives and health visitors
- Ventilating and tidying waiting room after surgery sessions.
- Ensuring that the reception area is left tidy and ready for use by incoming colleagues, together with information about any unresolved or urgent matters.
- Switching the telephone to the appropriate duty doctor or Out of Hours Service and checking that the connection has been made.
- Such typing as may be required to communicate efficiently with hospitals etc. (only required in the absence of the practice secretaries) and as necessary for keeping computer records used in the running of the practice.
- Making sure the practice is safe secure and alarmed by following the close down procedure before locking up at night or on Saturday afternoons.
- Familiarity with all current practice procedures and systems, to comply with these and any other instructions given in writing or verbally by an authorised person.
- Any other duties not otherwise mentioned which are deemed an appropriate task for reception staff.
- Ensure that kitchen area is left clean and tidy and ready for use by colleagues. To load and unload dishwasher as appropriate.
CONFIDENTIALITY
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
HEALTH AND SAFETY
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:
1. Using personal security systems within the workplace according to Practice
Guidelines
2. Identifying the risks involved in work activities and undertaking such activities in a
way that manages those risks
3. Making effective use of training to update knowledge and skills
4. Using appropriate infection control procedures, maintaining work areas in a tidy
and safe way and free from hazards
5. Actively reporting of health and safety hazards and infection hazards immediately
when recognised. Reporting potential risks identified
6. Keeping own work areas and general / patient areas generally clean, assisting in the
maintenance of general standards of cleanliness consistent with the scope of the job
holders role
PERSONAL AND PROFESSIONAL DEVELOPMENT
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
1. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
QUALITY
The post-holder will strive to maintain quality within the Practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
COMMUNICATION
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
CONTRIBUTION TO THE IMPLEMENTATION OF SERVICES
The post-holder will:
- Apply Practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate