Job responsibilities
JOB
TITLE: Medical Reception Supervisor
MAIN
PURPOSE OF THE POST: To provide a point of contact for patients and act
as a focal point of communication between
patients, doctors and other medical staff.
RESPONSIBLE
TO: Practice Manager
RESPONSIBLE
FOR: Receptionists
& Admin staff
MAJOR
DUTIES AND RESPONSIBILITIES OF THE POST
1. Supervise,
coordinate and guide the reception team
2. Reception
duties
(i) Utilise
number system to ensure efficiency of appointment system and monitor flow of
patients into consulting and treatment rooms.
(ii) Ensure
that patients without appointments but who need urgent consultation are seen
in a logical and non-disruptive manner.
(iii)
Explain practice arrangements and formal requirements to new patients and those
seeking temporary cover, ensure procedures are completed.
(iv) Advise
patients of relevant charges for private services, accept payment and issue
receipts for same.
(v) Respond
to all queries and requests for assistance from patients and other visitors.
(vi) Enter
requests for home visits into visit book stating time received and including
all relevant information and where necessary refer to the Duty Doctor.
(vii)
Ensure that requests for prescriptions are actioned where possible within one
working day.
a. Receive
patients requests for authorised repeat prescriptions whether in writing or
verbally.
b. With the
exception of controlled drugs, prepare a prescription form ready for a doctors
signature.
c. Ensure
that details of the issue of all repeat prescriptions are entered on the
appropriate patient records.
d. Where the
information received is incorrect or insufficient, ensure that the request for
a repeat prescription is referred to the appropriate doctor for action.
e. 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.
f. Ensure
that problems and queries regarding repeat prescribing are brought to the
attention of the appropriate doctor and that follow-up action is taken to
resolve such matters.
g. Make
regular checks on prescriptions ready for issue and bring to the attention of
the appropriate doctor any that are not collected.
(viii)
Action requests for ambulance transportation and enter details in appropriate
book.
(ix) Ensure
reception and waiting areas are kept neat and tidy.
Job
description Reception Supervisor (continued)
3. Management
of appointment systems
(i) Ensure
total familiarity with all appointment systems in effect, including regular and
incidental variations.
(ii) Book
appointments and recalls ensuring sufficient information is recorded to
retrieve medical record.
(iii)
Monitor effectiveness of the system and ensure that action is taken to resolve
any problems or effect variations as required.
4. Management
of medical records
(i)
Ensure
that all records are accurately assembled in advance for each consulting
session.
Ensure that the record is available for the
Doctor in the instances of urgent consultation.
(ii)
Retrieve and refile records as required, ensuring that strict alphabetical
order is adhered to.
(iii)
Ensure correspondence, reports, results, etc., are filed in correct record.
(iv) Ensure
records are kept neat and tidy and in good repair with all necessary
information recorded correctly on the outer cover.
5. Maintain,
update and monitor computerised registration & clinical data base.
(i) Ensure
all new registrations are entered onto data base.
(ii) Update
data base for all patient change of registration status, as such change is
advised.
(iii)
Ensure all transfers off registration data base are effected as and when
applicable.
(iv)
Monitor accuracy of registration database as required.
(v) Scan
all clinical correspondence onto the patient record in the clinical database
6. Operation
of telephone system
(i) Receive
and make calls as required. Divert calls and take messages as appropriate.
(ii) Ensure
that system is operational at the beginning of each day and switched over to
night service and answerphone operational at the end of each day.
7. Start
and end of day procedures
(i) Open up
premises at the start of day, set alarm to day function and make all necessary
preparation to receive patients.
(ii) Secure
premises at end of day, ensure the building is totally secured, internal lights
off and alarm activated.
8. Any other
delegated duties considered appropriate to the post
Job
description Reception Supervisor (continued)bSpecial
requirements of the post
(i) Minimum
of 2 years medical reception experience.
(ii)
Supervisory skills.
(iii)
Ability to work without direct supervision and determine own workload
priorities.
(iv) An
understanding and acceptance of and adherence to the need for strict
confidentiality.
(v)
Excellent communications skills.
(vi)
Ability to use own judgement, resourcefulness, common sense and local knowledge
to respond to patients enquiries and requests.
(vii)
Keyboard skills essential, computer literacy preferred.
(viii) Proven
accuracy in transcribing information from request to issue of prescription.
