Job responsibilities
Spinney Hill
Medical Centre
Receptionist /
Patient Advisor Job Description
REPORTS TO: Practice
Manager
RESPONSIBLE TO: GP
Partnership
ACCOUNTABLE TO: GP
Partnership
This
job description is a general outline of the duties involved and is not
exhaustive Spinney Hill Medical Centre is a very busy 8 partner GP training
practice. We are currently developing and changing, and it is hoped all staff
should feel valued members of the team. The receptionist is the first point of
contact in the practice for every member of the public therefore your position
is very important to other staff and patients The Medical Receptionist must
follow the professional codes of practice. This means that they must make every
effort to protect confidentiality. It also means that no identifiable
information about a patient is passed to anyone or any agency without the
express permission of that patient. A breach of
confidentiality will result in dismissal.
The
Medical Receptionist must also proactively communicate information between
relevant patients, doctors and professionals.
The Receptionist will support
the equality, diversity, and rights of patients, carers, and colleagues, to
include
Acting in a way that
recognises 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.
The Practice Medical Receptionist will be responsible for the
following.
GENERAL
To work within the guidelines and policies of the
Practice
To ensure that statutory requirements are met at all
times and to implement practice policy as directed by the management team.
To ensure that safe systems of work are practiced and
that the agreed health and safety policies are carried out.
To be aware of the responsibility of every employee to
have regard for safety for him or herself and others at work within the health
and safety at work act
To be conversant to with the practice fire regulations
Training requirements will be monitored by yearly
appraisal
Personal development will be encouraged and supported
by the Practice. It is the individuals responsibility to remain up to date
with recent developments within the practice and the NHS.
Participate in the education and training of doctors
whilst they are in training at Spinney Hill Medical Centre .
It will be necessary to attend various Practice
meetings as requested.
QUALITY PRACTICE
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
START AND END OF THE
DAY PROCEDURES
Open up premises at the start of the day: set alarm by
using your key fob or code and make all the necessary preparations to receive
patients.
Secure premises at end of the day: ensure building is
totally secured, internal lights turned off, computer system secure and alarm
activated if you are the last to leave. If you are not the last to leave ensure
the reception and main waiting room is tidy with the computers logged off and
blinds are closed.
RECEPTION
Ensure you are properly logged on to the computer
system under the correct user names and passwords.
Answering incoming telephone calls, ensuring calls are
documented in the Vision computer system and redirected accordingly.
Ensure fax machine is operating correctly and prior to
close of practice in evenings/ weekends have adequate paper supply.
To receive patients and other members of the public in
person and by telephone politely.
Ensure patients are correctly checked in for their
appointment and educate patients in the use of the self check in system .
Ensure all entries to the appointment section of the
Vision system are accurate.
Ensure all requests for home visits are logged in the
house call book and accompanied with a house call summary.
Ensure all messages are recorded on the Vision System
computer system.
Confirm and or amend patient appointments for practice
based appointments or clinics.
Ensure all mail is opened, and distributed to the
administration team to be checked
Ensure an adequate supply of stationary and other
routine documents are available in the reception and consultation rooms.
Ensure medical records received from Practitioner
services are amalgamated correctly.
Ensure the reception area is clean, tidy and
presentable at all times.
Handling of cash and recording of private fees in the
cash book.
COMPUTER DATA ENTRY
The processing of electronic blood results daily.
The logging and recording of medical information in
patient computer records.
Process all patient records imports and exports using
Registration Links.
REPEAT PRESCRIBING SYSTEM
Receive patients
requests for prescriptions whether in writing, fax or e-mail; in person; over
the telephone or from the telephone message service or website service
Dealing with
local pharmacies regarding ordering and collection of prescriptions and managed
repeats.
Action requests
for repeat prescriptions and ensure actions out with your responsibility is
passed to a Practice Administrator for action.
Deal with
requests from patients to collect prescriptions.
Ensure out of
date repeats are brought to the attention of the management team and
appropriate subsequent action taken
Report any
problems to the administration or management team .
PREMISES
Ensure the waiting room for patients is kept clean and
tidy.
Ensure all consultation rooms are regularly prepared with
prescription paper and A4 copy paper.
Ensure all toilet areas are checked on a regular basis
Ensure the Staff Kitchen is kept clean and tidy.
FLEXIBLE WORKING
Working flexible hours will be necessary to ensure the
smooth running of the practice in the event of a team member being absent or on
annual leave.
NEW PATIENTS TO THE PRACTICE
Ensure potential new patients meet appropriate
practice criteria and are registered with the practice.
Ensure the GMS form is correctly filled out correctly
and identification checked
POLICIES
Adhere to the practice health and safety policy.
Adhere to the practice equal opportunities policy.
Adhere to the practice bullying and harassment policy.
Adhere to the practice disciplinary and capability
policy.
Adhere to the practice IT policy.
Adhere to the practice confidentiality policy.
Adhere to the practice employee staff handbook and all
policies stored within it.
COMPLAINTS
Deal professionally with all complaints received at
reception.
Ensure the practice manager is aware of all
complaints.
Ensure all complaints are dealt with promptly and
courteously.
TELEPHONE SYSTEM
Answer the telephone with a polite concise manner at
all times.
Identify yourself by name on every incoming call.
Answer the telephone within three rings.
STAFF TRAINING
The receptionist
is required to participate in
practice learning events
The receptionist is required to participate in ongoing
IT development.
The receptionist is required to undergo CPR and fire
awareness training and refresher courses as and when required.
The receptionist must also engage with our doctors in
training.
STAFF DEVELOPMENT REVIEWS
The medical receptionist must undergo a yearly staff appraisal this
will be carried out by the practice manager.
Any other delegated duties by the partners or the
management team considered appropriate to the post
