GP Receptionist

Job description

Job responsibilities

Job Summary:

The purpose of the role is to:

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

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

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

Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies

Job Responsibilities

The duties and responsibilities 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 senior receptionist/practice manager, dependent on current and evolving practice workload and staffing levels.

• Opening up/locking up of practice premises and maintaining security
• Maintaining and monitoring the practice appointments system
• Processing personal and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail
• Taking messages and passing on information
• Filing and retrieving paperwork / medical records as necessary
• Fax and photocopy as requested
• Receiving patients face-to-face and dealing with queries at the front desk
• Handing completed repeat prescriptions to patient and checking names and address.
• Be able to cover all reception position as necessary
• Keeping reception and waiting areas tidy and free from obstructions and clutter
• Dealing with clinical waste
• Provision of refreshments for staff and visitors as required, washing up and keeping the kitchen area clean and tidy

• To have a thorough knowledge of all practice procedures
• Processing repeat prescriptions in accordance with practice guidelines
• Scanning and intelling of post and EDTs
• Sending referrals via email, fax or E-RS
• Registration of new patients
• Processing of online access applications
• Processing of change of name/address/contact details
• 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 member and associated healthcare agencies and providers
• Clearing and re-stocking of consulting rooms as required
• Providing clerical assistance to practice staff as required including word/data processing, filing, photocopying and scanning

General Responsibilities for All Staff

The post-holder is expected to:

Adhere to practice policies and procedures and relevant legislation including the requirements of any professional bodies

Attend mandatory training as identified by the practice

Highlight potential development areas within the practice and participate in audit where appropriate

Communicate effectively with other team members, professionals in other appropriate organisations and patients, their family members and carers and recognise peoples needs for alternative methods of communication, responding accordingly

Mission Statement

All members of the practice team must be familiar with the practices mission statement and consider the practices values in all aspects of their role.

Confidentiality

The post-holder must maintain the confidentiality of information about patients, staff and practice business in accordance with the Data Protection Act 2018 and Caldicott principles.

Safeguarding

All members of staff have a responsibility to demonstrate due regard for safeguarding and promoting the welfare of children and vulnerable adults.

Health & safety

Employees must be aware of the responsibilities placed upon them under the Health and Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors. The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in practice policies.

Significant Events / Accidents

All members of staff have a responsibility to report all clinical and non-clinical accidents, incidents or near-misses promptly to co-operate with any investigations undertaken.

Equality and diversity

The practice has adopted an equal opportunities policy and all employees must be aware of their obligations to abide by the spirit and nature of the policy to avoid direct and indirect discrimination.

Personal/professional development

The post-holder will participate in any development programme implemented by the practice to include:

• Participation in training deemed necessary by the practice.
• Participation in an annual appraisal
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
• 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

This job description and person specification are only an outline of the tasks, responsibilities and outcomes required of the role.

The job holder will carry out any other duties as may be reasonably be required by their line manager.

Person Specification

Experience

Essential

• Working within a team
• Working with computers
• working in a service environment

Desirable

• Experience of working in primary care
• Experience of working in a GP practice

Qualifications

Essential

• N/A

Desirable

• Medical Receptionist

Skills

Essential

• Basic Computer skills
• Good Communication skills

Desirable

• Knowledge of EMIS Web or Docman

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

East Finchley Medical Practice

Address

39 Baronsmere Road

London

N2 9QD

Employer's website

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