Job responsibilities
CEDAR PRACTICE
Job Description – Medical Receptionist
Main purpose of Job:
- to handle enquiries from all patients efficiently and courteously and with a
polite and professional, understanding, caring and kind manner,
- to observe strict confidentiality on all information concerning patients,
- to ensure that computerised appointment systems are well maintained,
- to work in accordance to practice protocols,
- to support the practice team in their efforts to create a friendly and relaxed
atmosphere where patients will feel welcome.
Main Duties
- Print Session Slips (lists of patients attending the doctors’ surgeries) at the beginning of
each afternoon (and morning) surgery, from EMIS computerized Appointment System.
- Receive requests for Repeat Prescriptions from patients and forward to appropriate GPs to action.
- Answer general enquiries from patients, explaining surgery procedures, making appointments and taking ‘Telephone Consultation’ messages and taking time to explain to patients the various ways they are able to see/speak to a Doctor; follow the Appointments Procedure and attending to Ante-natal bookings and appointments as necessary.
- Advise patients of relevant charges for private services (from list), accept payment and issue receipts for same, obtaining signature from colleague in Receipt Book.
- Clear doctors rooms after each surgery, of patient records, related correspondence and other paperwork to be ‘Actioned’ by Reception Team and other Practice Team members,
i.e Secretary, Practices Nurses, Healthcare Assistant (HCA).
- Ensure waiting areas are kept neat and tidy before and after surgery.
- Registration of new, (and occasionally temporary and medical emergency) patients,
(Patients who are not registered with Practice, but may need to be seen on temporary
basis or as a medical emergency, onto EMIS computer system and make new patients a
health check appointment to see the Healthcare Assistant, if NOT on Medication. If
Patient is on medication book appointment with the practice nurses.
· Ensure hospital and specialist correspondence, reports and laboratory results are
Filed and/or scanned into the correct patient’s computerised medical record file and forward to appropriate clinician for clinician to action.
· Ensure paperwork is ‘Actioned’ daily, i.e. Action Tray, Urgent Records and Health Authority paperwork.
· Prepare new patient medical record envelope when new patients medical records arrive in the practice from PCSE/Capita and pass for ‘Summarizing’ onto the patient’s computer record to practice Medical Summariser.
· Receive training regarding the GP Links system, in order to understand the
Registration Screen for patients.
· Engage with organising GP links with other reception colleagues
· Receive basic training on the computer (EMIS Web System), to know how to check Patient Registration details and do ‘Searches’, as necessary.
· Receive requests by Telephone and record details accurately for clinicians to return
· Fax and photocopy when required
· call and enter home visits onto the EMIS Web system, stating time received and include
· Record all relevant information and where necessary refer to the ‘Duty On-Call Doctor’.
· Make telephone calls to hospital laboratory departments, to obtain patients Test
results, as requested by the doctors.
· Contact other specialist professionals regarding the patients’ needs on behalf of the clinician.
· Ensure specimens received at Reception from patients (remembering Health & Safety Care when receiving Specimens from Patients) are taken to the ‘Collection point’ ready for the 3 Collection Times throughout the day.
· Book Ambulances for patients forthcoming hospital appointments and ‘within
the hour’ emergency bookings when necessary, and enter details in Ambulance book and on computer (Patient’s Electronic Medical Record – EMR).
· Liaise with the doctors on matters relating to the smooth running of the patient care services.
· Liaise with other members of the Primary Health Care Team, i.e. Health Visitor,
District and Community Nurses, Social Worker (Care Manager) and Home Helps, as requested by clinicians
· Ensure a Print Out of Appointments done for all Clinicians for the Next Day
(in case of a Computer failure first thing in the morning and also as a reference
point for Clinicians).
· Engage with understanding of QoF and Enhanced Service
· Re-call patients for QoF and Enhanced services
· Understanding of how to use Accurx SMS system via EMIS Web
· Ensure that the Reception area is left tidy and ready for use by incoming
· Colleagues the next morning, together with information about any unresolved
or urgent matters.
· Check that the Voicemail Message is working before you leave for the evening.
· Secure Practice premises at the end of each day, by ensuring all windows in the
Practice area are shut and that window blinds are drawn; and that all Reception Keys used during the daytime are locked in the Key Cupboard overnight.
· Attend Reception Team Meetings and Practice Team Meetings either face to face, off site or via Microsoft Teams
· Attend ‘In House Training Sessions’ when scheduled either face to face, off site or via Microsoft Teams
· Annual training must be completed either in-house, off site or online:
BLS training
Chaperoning training
Sepsis training
Infection Prevention Control
Data Protection Security training
Safeguarding trainin
· Be prepared to attend external Course Training as and when necessary.
· Any other delegated duties considered appropriate to the post.
Health and Safety
· Maintain good social distancing throughout the practice with colleagues, visitors and patients
· Face covering required in public spaces
· Using antibacterial wipes clean work surfaces before and after shift making it presentable
· Using antibacterial wipes clean door handles, work surfaces and waiting area seats in between surgery
· Limit social activity throughout the practice to allow – use of telephones and EMIS Web screen message should be used throughout the building
Special Requirements for the job:
A) An understanding, acceptance and adherence to the need for Strict Confidentiality.
B) An ability to use own judgement, resourcefulness, common sense and local
knowledge, to respond to patients’ enquiries and requests in a polite and understanding
manner.
C) Knowledge of Primary Care and Secondary Care.
C) Excellent communication skills and an enquiring mind.
D) Excellent understanding and practice of Infection Prevention Control
E) Flexible working arrangements at short notice
F) Kind manner to colleagues, visitors and patients