Medical Receptionist

Job description

Job responsibilities

JOB TITLE:Medical Receptionist

REPORTS TO:Senior Receptionist/Practice Manager

HOURS:23 hours per week

JOB SUMMARY:

The purpose of the role is to:

Offer general assistance to the practice team & project a positive & friendly image to patients & other visitors, either in person or via the telephone

Receive, assist & direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient & effective way

Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial & clerical support to clinical staff & other members of the practice team

Facilitate effective communication between patients, members of the primary healthcare team, secondary care & other associated healthcare agencies

Duties & Responsibilities:

The duties & responsibilities to be undertaken by members of the practice administration team may include any or all the items in the following list. Duties may be varied from time to time under the direction of Senior Receptionist/Practice Manager, dependant on current & evolving practice workload & staffing levels.

Opening up/locking of the practice premises & maintaining security in accordance with practice protocol

Maintaining & monitoring the practice appointments system

Processing personal & telephone requests for appointments, visit & telephone consultations & ensuring callers are directed to the appropriate healthcare professional

Processing & distributing incoming & outgoing mail

Taking messages & passing on information

Filing, scanning, photocopying & retrieving paperwork

Recall & searches (Invite patients for review)

Computer data entry/data allocation & collation, processing & recording information in accordance with practice procedures

Responding to requests from patients, other team members & associated healthcare agencies & providers

Clearing & re-stocking consulting rooms as required

Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying & scanning

Ordering, re-ordering & monitoring of stationary & other supplies

Provision of refreshments for staff & visitors as required, keeping the kitchen area clean & tidy

Keeping the reception area, notice-boards, leaflets dispensers tidy & free from obstructions & clutter

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather sensitive information in relation to their health & other matters. They do so in confidence & have the right to expect that staff will respect their privacy & 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, their carers, practice staff & other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from many sources 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 & procedures relating to confidentiality & the protection of personal & sensitive data.

You will be given confidentiality guide which you will have to sign & observe according to GDPR.

Health & Safety

The post-holder will assist in promoting & maintaining their own & others health, safety & security as defined in the practice health & safety policy, the practice health & safety manual & the practice infection control policy & published procedures. This will include:

Using personal security within the workplace according to practice guidelines.

Identifying the risks involved in work activities & undertaking such activities in a way that manages those risks.

Making effective use of training to update knowledge & skills

Using appropriate infection control procedures, maintaining work areas in a tidy & safe way free from hazards

Actively reporting of health & safety hazards, infection hazards immediately when recognised.

Keeping own work area & 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 & Diversity

The post-holder will support the equality, diversity and rights of patients, carers & colleagues to include:

Acting in a way that recognise the importance of peoples right, interpreting them in a way that is consistent with practice procedures & policies, & current legislation

Respecting the privacy, dignity, needs & beliefs of patients, carers & colleagues

Behaving in a manner which is welcoming to & of the individual, is non-judgemental & respects their circumstances, feeling priorities & 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, performance & demonstrating skills & 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 the issues of quality & risk

Assess own performance & take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own & team activities making suggestions on ways to improve & enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload & resources

Communication

The post-holder should recognise the importance of effective communication within the team & will strive to:

Communicate effectively with other team members

Communicate effectively with patients & carers

Recognise peoples needs for alternative methods of communication & respond accordingly

Contribution to the Implementation of services

The post-holder will:

Apply practice policies, standards & guidance

Discuss with other members of the team how the policies, standards & guidance will affect own work

Participate in audit where appropriate

Using personal security within the workplace according to practice guidelines

Making effective use of training to update knowledge & skills

Identifying the risks involved in work activities & undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge & skills

Using appropriate infection control procedures, maintaining work areas in a tidy & safe way free from hazards

Actively reporting of health & safety hazards, infection hazards immediately when recognised

Keeping own work areas & 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

Person Specification

Experience

Essential

• Previous reception or customer care experience

Desirable

• Previous experience in NHS/Healthcare setting

Qualifications

Essential

• Educated to O level/GCSE or CSE standard of education including English & Maths

Desirable

• Customer Care or Administration qualification or equivalent

Knowledge & Skills

Essential

• Organisational skills, good communication skills both oral & written, time management skills, good telephone handling skills, ability to work calmly under pressure, computer/IT skills including Microsoft Office. Practice a high level of confidentiality teamwork, self-motivated and reliable smart appearance, ability to work independently, caring, polite and patient. Flexible approach to work able to provide cover at short notice. Ability & willingness to acquire new skills and ability to follow practice standards and operating procedures

Desirable

• Emis Web (Clinical System) knowledge/use

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Medical Centre

Address

1a Ingfield Avenue

Tinsley

Sheffield

S9 1WZ

Employer's website

https://www.themedicina1991.co.uk/ (Opens in a new tab)