Job responsibilities
Key Duties and Areas of Responsibility
The duties and responsibilities to be undertaken by members of the
reception team may include any or all of the items in the following list. This
is not an exhausted list, duties may be varied from time to time under the
direction of Reception Lead dependent on current and evolving Practice workload
and staffing levels.
Triage
Work closely with Triage Doctor to schedule medical appointments based on
incoming referrals.
Managing eConsolation and
directing or handling queries accordingly.
Liaising with patients with regards
to bookings (text & emails).
Returning patients phone calls and
deal with queries.
Maintaining and monitoring the practices
appointments system.
Administration
Process radiology (imaging
referrals, ultrasound requests).
Administration of Out of Area Registrations
(queries, further information needed, letter etc.).
Processing prescriptions in
accordance with Practice guidelines (general & repeated).
Handling general emails and ensure
professional and prompt reply (patients, x-rays, scans etc.).
Filing and retrieving paperwork / patients
records.
Computer data entry/data
allocation and collation; processing and recording information in accordance
with practice procedures.
Filing, photocopying, extracting,
and scanning on to medical records.
Completing various forms,
including insurance forms and registrations for treatment of patients.
Identifying and sorting medication
review appointments or blood tests.
Dealing appropriately with tasks
and notifications to and from Doctors, Nurses, PCN team and other health professionals.
New patients registration
(including temporary patients) checking forms, printing forms and updating
the system.
Follow-up on results from hospital
or laboratory.
Manging tasks forwarded by GPs and
deal with their queries accordingly.
Administration of urgent
notifications on SystmOne.
New-born administration
(registration, vaccinations, follow-up, appointment etc.).
Processing deaths and update the
system accordingly.
Processing and distributing
incoming and outgoing mail.
Helping
with medical secretarial duties as and when required (referrals, letters, follow-ups etc).
Phone calls
Processing telephone requests for
appointments, visits and telephone consultations and ensuring callers are
directed to the appropriate healthcare professional.
Taking messages and passing on
information accordingly.
Handling referral queries
from patients.
Book appointments - complex
(example-HGV, Mother & baby, minor operations).
Cancelling appointments and
rebooking in accordance with GPs availability.
Giving blood test results to
patients based on GPs comments.
Front Desk
Receiving and routing patients for
appointments on arrival
Deal with all general patient
enquiries, explain procedures and make new and follow-up appointments.
Handing out prescriptions as well
as dealing with samples/specimens from patients.
Ensure that visitors have been
logged on a visitors book and signed out when they leave the premises.
Receiving deliveries and making
sure the recipient is notified.
Other General Responsibilities
Opening up/locking-up of practice
premises and maintaining security in accordance with practice protocols.
Initiating contact with and
responding to requests from patients, other team member and associated
healthcare agencies and providers.
Assist clinicians with chaperone
duties following chaperone training completion.
Booking an ambulance as and when
required.
IGPR / Reports / Adstra.
Performance of any other
reasonable duties requested by the Doctors, Practice Manager or Reception Team
Leader.
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.
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, non-judgmental.
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:
Completing all mandatory training
on eLearning/Bluestream, ensuring that it is always up to date.
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 other
professionals / teams to meet patients needs.
Effectively manage own time,
workload and resources.
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 in a positive friendly manner.
Recognise peoples needs for
alternative methods of communication and respond accordingly.