Job responsibilities
NEWLAND SURGERY
JOB DESCRIPTION & PERSON SPECIFICATION
JOB TITLE RECEPTIONIST
RESPONSIBLE TO PRACTICE
MANAGER
MAIN PURPOSE OF THE
POST
To provide Doctors
and Patients with a regular efficient service.
To ensure
Confidentiality is observed at all times.
To ensure Practice
Policies & Procedures are carried out.
MAIN RESPONSIBLE
AREAS OF THE POST
- Reception Duties
- Management of Appointment Systems
- Scanning
- GP Pathology Links
- Operation of the Telephone System
- Start & End of Day Procedures
- Repeat Prescriptions
- Other administrative duties
Reception Duties
Greet and assist patients and visitors promptly and
courteously. Establish constructive
working relationships with colleagues, primary health care team and visitors.
Complete the Electronic Appointment Diary to ensure
efficiency of appointment system and monitor flow of patients into consulting
rooms.
Ensure that patients without appointments but who need
urgent consultation are seen in a logical non disruptive manner.
Explain practice arrangements and formal requirements to new
patients and those seeking temporary cover, ensure procedures are completed.
Advise patients of relevant charges for private services,
accept payment and issue receipts for same if required.
Respond to all queries and requests for assistance from
patients and other visitors.
Enter requests for home visits into visit book stating time
received and including all relevant information and where necessary refer to
duty Doctor.
Action request for ambulance transportation and enter
details into appropriate book.
Photocopy medical records at the request of external
agencies.
Ensure reception area and waiting areas are kept neat and
tidy (including all stationary cabinets).
Ensure adequate stationary and appropriate forms are available
at all times.
Management of
Appointment Systems
Ensure total familiarity with all appointment systems in
effect including regular and incidental variations.
Book appointments and recalls ensuring sufficient
information is recorded to retrieve medical record.
Monitor effectiveness of the system and report any problems
or variations required.
Summarising / Coding
and Scanning
To scan all incoming and outgoing patient information into
the electronic medical record as per practice procedure. To enter and code
relevant medical information in patients medical record.
GP Path Links
Accessing and dealing with all work received through the GP Path
Links as per practice procedure.
Pathology links, registration links etc.
To carry out audits as and when required by the practice.
Operation of the
Telephone System
Receive and make calls as required. Divert calls and take messages as
appropriate.
Ensure that the system is operational at the beginning of
each day and switched over to night service at the end of the day.
Start & End of
Day Procedures
Open up the premises at the start of day, set alarm to day
function and make all necessary preparations to receive patients.
Secure premises at the end of each day. Ensure that the building is totally secured,
internal lights off and alarm activated. To test the fire alarm as per practice
procedure.
Repeat Prescriptions
Receive patient requests for authorised repeat prescriptions
whether in writing or verbally.
Issue electronic repeat prescriptions as per practice
procedure.
Where information retrieved is incorrect or insufficient,
ensure that the request for a repeat prescription is referred to the
appropriate doctor for action.
Provide the point of contact for patients with enquiries
relating to repeat prescriptions and ensure follow up action is taken if the
enquiry cannot be resolved immediately.
Ensure that problems and queries regarding repeat
prescriptions are brought to the attention of the appropriate Doctor and that
follow up action is taken to resolve matters.
Any other delegated duties considered appropriate to the
post on liaison with you
Special Requirements
of the Post.
An understanding, acceptance and adherence to the need for
strict confidentiality.
An ability to use own judgement, resourcefulness, common
sense and local knowledge to respond to patient enquiries and requests.
Excellent communication skills.