Job responsibilities
THE
MEADS MEDICAL PRACTICE LIMITED
JOB DESCRIPTION
POSITION: RECEPTIONIST/ADMINISTRATOR
REPORTS
TO: OPERATIONS LEAD
ACCOUNTABLE
TO: PRACTICE MANAGER
PAY
SCALE: Ad
Hoc
HOURS: By
agreement
_____________________________________________________________________________
SUMMARY OF RESPONSIBILITIES
The post holder will
provide an efficient reception service to our patients, doctors and nursing
teams. The tasks will include front of house reception, telephone duties and
other administrative duties. The work
will involve use of telephones, computerised systems including appointments, filing
and general surgery assistance. The receptionist is the first point of contact
for patients and the general public so it is essential that they present a
professional and caring image of the practice and maintain strict
confidentiality at all times. This is a responsible role.
____________________________________________________________________________________
MAIN DUTIES AND RESPONSIBILITIES
1.
Reception and Administrative Duties
Prepare premises punctually in the morning
Receive and direct patients, assisting frail, elderly, less mobile
patients or any patient as appropriate
Answer the telephone courteously and efficiently, taking and recording
messages accurately
Operate the appointment system as directed; take requests for bookings and home visits and record these on clinicians
lists
Make necessary arrangements for repeat prescriptions, blood tests, X
Rays and hospital transport
Assemble items for hospital and health authority transport
Open, sort, process and distribute mail
To maintain delegated QOF areas as given by the Operations Manager
Receive private fee payments and issue receipts
File correspondence, keeping paper medical records in appropriate
condition
Update computerised records as required
Undertake additional administrative tasks as requested
Prepare consulting rooms before and after surgery
Lock and secure premises at night as and when directed, checking that
the telephone system has transferred correctly to the Out of Hours service
Report to the Operations lead any matter affecting patient confidentiality,
safety or security.
- General Responsibilities
All staff are expected to comply with practice policy and
protocol.
All staff are expected to dress smartly and professionally and
in the uniform which is provided.
All staff receive "on-the-job" training from experienced
Receptionists. In addition all staff are
required to attend all Statutory & Mandatory training courses which include
annual Basic Life Support as instructed by the Operations Lead. The
post-holder will attend relevant training as identified either at appraisal or
to meet the requirements of the practice. It is expected that the knowledge and
skills acquired from attendance at such training will be shared and applied
within the practice.
- Receptionists will monitor reception areas for
cleanliness and tidiness and take action as required, helping to ensure that
patient waiting areas are welcoming and give a good impression of the
practice. Ensure premises are kept
clean and tidy during the day; tidy and sort notices and leaflets in
waiting areas; discard old or damaged items where necessary.
- It is important that all members of practice
staff are flexible and prepared to adapt and take on additional duties or
to relinquish existing duties in order to maintain efficient running of
the practice. The Directors and the Management team reserve the right to redistribute duties and functions amongst
staff from time to time based on service needs and the existing skills of
the post holders.
- The post holder is expected to personally
comply with the statutory provisions of health and safety at work
legislation and local policy and to always work in a safe manner and not
to put self or others at risk.
- It is a requirement that all employees of the practice comply with
the rules of confidentiality pertaining to patients, staff and business
information.
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
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
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 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-judgemental
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
Communication:
The post-holder
should recognise the importance of effective communication within the team and
will strive to:
- Communicate
effectively with other team members
- Communicate
effectively with patients and carers
- Recognise
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