Job responsibilities
Responsible to
Practice Manager
Main Purpose
To provide reception and administrative support to assist in the
day to day running of the practice.
General
As part of the reception team, you are employed to undertake reception
and administrative duties as deemed suitable by the practice manager. The role
involves dealing with patients via the telephone and face-to-face as they come
into the practice. You are required to
use the practice computer system and software.
You are required to have good computer skills, along with the ability to
organise and prioritise a varied workload in a timely manner.
You are always required to act in a professional manner and adhere
to a strict confidentiality policy, as well as other practice policies and
guidelines. It is your responsibility to
familiarise yourself with the policies.
You are always required to wear the uniform provided to you.
1. Training
Training is predominately in-house
and forms part of the internal receptionist/administrator training programme. Training and development requirements will be
monitored by a yearly appraisal. Personal development will be encouraged and
supported by the practice.
2. Accountability
Although accountable to the Partners
of the practice through the practice manager, as an employee you are ultimately
responsible for your own actions and must ensure that limitations are always
acknowledged.
3.Meetings
It will be necessary to attend
various meetings as requested. The only
reason for not attending will be annual, study or sick leave.
4. Liaison
Receptionists/Administrators will
be expected to communicate and liaise with all other Health Care Professionals.
Main Duties and Responsibilities
Ensure an effective and
efficient service is provided to patients and other visitors to the
practice, the moment they enter or ring the practice.
Deal with all general
enquiries, explain procedures and make new and follow-up appointments.
Using your own judgement and
communication skills, ensure that patients with no prior appointment but
who need an urgent consultation are seen in a logical and non-disruptive
manner.
Explain practice
arrangements and formal requirements to new patients and those seeking
temporary cover and ensure procedures are followed.
Receive and make telephone
calls to patients and healthcare professionals as required. Divert calls and take messages, ensuring
accuracy of detail and prompt appropriate delivery.
Enter requests for home
visits onto the visit list, ensuring careful recording of all relevant
details and where necessary refer to the on-call doctor.
Action repeat prescription
requests and ensure that they are ready for collection by the patient
within 72 hours.
Advise patients of relevant
charges for private services. Take
receipt of the payment and issue receipts, ensuring the correct procedure
is followed.
Enter updates, alerts and
general information on to the patients notes and computer as required,
ensuring they are dated.
Patient notes and correspondence:
a) Ensure all correspondence,
reports and results are scanned onto the correct patient record the day it is
received by the practice, to ensure it is available to be seen by the
clinicians
b) Retrieve and re-file records as
required, ensuring strict
alphabetical order is adhered to
C) Ensure that records are kept in good repair with all necessary
information on the
outside cover clearly visible
Photocopying of medical records when
required.
Log calls with I.T when
required and keep a record of the call reference number in the folder.
Log calls with Estates when
required and keep a record of the call reference number in the folder
Ensure the kitchen area is kept clean and
tidy
Premises:
a) When first to arrive, switch on
the TV and automated check-in screens and make all necessary preparations to
receive patients.
b)
When last to
leave at the end of the day, ensure the building
is totally secured, all confidential
correspondence has been locked away and internal lights are switched off
Ensure all new patients are registered
onto the computer system promptly and
accurately.
To rotate with other team members on a
daily basis to ensure you stay up to date with all duties and
responsibilities
Undertake any other additional duties
appropriate to the post as requested by the
Partners or the Practice Manager
Replenish registration packs; ensure
packs handed back are filled in correctly.
Ensure specimens are stored in the fridge
and are labelled correctly before sending
Assist locum Doctors when they work at
the practice
Compulsory
Requirements
An
understanding, acceptance and adherence of the need for strict confidentiality
Excellent telephone manner and communication
skills
Excellent patient/customer service
skills
Good keyboard and computer skills
Be able to work with minimum supervision
To be able to use initiative / common
sense
Excellent team worker
Flexibility of working hours
Changes to
Duties
This job
description is not exhaustive. The Partners and Practice Manger reserve the
right to distribute duties and functions between staff members when required.
The employee shares with the employer the responsibility for review and
modification of duties.