Job responsibilities
JOB TITLE: RECEPTIONIST
at City Way Medical Practice
REPORTS TO: Medical
Receptionist Part time
Job summary:
The purpose
of the role is to:
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
Receive, assist and direct patients in accessing the appropriate
service or healthcare professional in a courteous, efficient and effective way
Undertake a variety of administrative duties to assist in the smooth
running of the practice
Facilitate effective communication between patients, members of
the primary health care team, secondary care and other associated healthcare
agencies
Duties and
responsibilities:
The
duties and responsibilities to be undertaken by members of the practice
administration team 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:
- Processing personal and telephone
requests for appointments, visits and telephone consultations and ensuring
callers are directed to the appropriate healthcare professional
- Opening up/locking-up of practice
premises and maintaining security in accordance with Practice protocols
- Maintaining and monitoring the practice
appointments system
- Processing and distributing incoming (and
outgoing) mail
- Taking messages and passing on
information
- Filing and retrieving paperwork
- Processing repeat prescriptions in
accordance with practice guidelines
- 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-stock consulting rooms as
required
- Providing clerical assistance to practice
staff as required from time to time, including word/data processing,
filing, photocopying and scanning
- Ordering, re-ordering and monitoring of
stationery and other supplies
- Provision of refreshments for staff and
visitors as required; where applicable, loading and emptying the
dishwasher and keeping the kitchen area clean and tidy
- Keeping the reception area, notice-boards
and leaflet dispensers tidy and free from obstructions and clutter
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 will 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
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, the practice health & safety manual,
and the practice infection control policy and published procedures. This will
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
- Actively reporting of health and safety
hazards and infection hazards immediately when recognised
- Keeping own work areas and general /
patient areas generally clean, assisting in the maintenance of general
standards of cleanliness consistent with the scope of the job holders
role
- Undertaking periodic infection control
training (minimum annually)
- 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 recognizes 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.
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
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 patient needs
- Effectively
manage own time, workload and resources
Communication:
The post-holder should recognize the
importance of effective communication within the team and will strive to:
- Communicate
effectively with other team members
- Communicate
effectively with patients and carers
- Recognize
peoples needs for alternative methods of communication and respond
accordingly
- Adherence
to the practice policy regarding the use of personal mobile phones and all
types of social media
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
- Participate in audit where
appropriate
This job description is not exhaustive
and you may be asked to undertake other work with the appropriate training and
support.
