Job responsibilities
The purpose of the role is to:
Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the Practice reception team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Reception Manager, dependent on current and evolving Practice workload and staffing levels:
To provide and maintain a high level of service to both patients and practice staff.
To provide patients with all appropriate information regarding services provided in the practice.
Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
Liaise effectively with patients, general practitioners, hospital staff and other professional bodies to ensure the smooth running of the practice.
To provide and collate information regarding activity to ensure full compliance with national and local standards
Use clinical computer systems to action any information received by the NHS England/CCG via the GP links
Responsible for inviting patients to clinics and for immunisations
Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols
Maintaining and monitoring the Practice appointments system
Processing incoming (and outgoing) mail
Taking messages and passing on information
Filing and retrieving paperwork
Processing repeat prescriptions in accordance with Practice guidelines
Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures
Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
Providing clerical assistance to the Practice staff as required, including word/data processing, filing, photocopying and scanning
Receive, check and clear deliveries
To operate the computerised systems used within the practice, including the production of reports.
Registering patients online as well as registering those who have completed a registration form
Deal with all general inquiries, explain procedures and make new and follow-up appointments.
Explain practice arrangements and formal requirements to new patients and ensure procedures are completed.
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 & 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, to include:
Using personal security systems within the workplace according to Practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Reporting potential risks identified
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
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
The above duties and responsibilities are intended to represent current priorities and are not meant to be an exhaustive list. The post holder may be asked to undertake other reasonable duties and responsibilities.