Job responsibilities
Key Responsibilities
To support, train and guide other
receptionists during their working day. To ensure that all the reception
team members are functioning at a consistently high levels and to
proactively promote the team to use their own initiative to problem solve
in the absence of and in the presence of the Supervisor
To oversee that all reception duties are
carried out efficiently and all enquiries are handled courteously and in a
timely manner by all reception colleagues, acting as a resource as
appropriate.
To suggest ideas or changes that will
continually enhance the performance of the reception team.
To ensure that the reception area is
sufficiently staffed at all times.
To highlight to the Practice Manager
where there are gaps in staffing of the reception team as quickly as
possible to ensure adequate staffing at all times.
To ensure that repeat prescriptions are
processed in a timely and efficient manner and are ready for collection on
time.
To oversee that all work is completed in
a timely manner including patient tasks, prescription requests and
registrations. To alert the Practice Manager to any shortfalls or
potential problems.
To define, delegate and monitor all
reception teamwork in response to changing practice needs.
To undertake other ad-hoc work as and
when required under the guidance of the Practice Manager.
General Requirements
To provide cover for members of the
reception team during sickness, holidays and training.
To monitor on a daily basis the amount of
tasks outstanding on SystmOne and alerting the Practice Manager if there
is a significant increase and extra resource is required to bring the
tasks to an acceptable level.
Monitoring and recording of Reception
Staff absence using GP TeamNet.
Ensure that all Reception Staff complete
Mandatory Training ensuring protected time is provided if required.
To organise monthly Reception Meetings,
including booking an appropriate room, producing the Agenda and sending
our electronic invitations. Also responsible for taking the minutes from
these meetings and recording on GP TeamNet.
To attend other meetings as required
including In-house PLT & Practice Clinical Meetings.
Ensure that any relevant significant
events that relate to the reception team and patient service are recorded
using GP TeamNet.
Support the Practice Manager in the
appraisal process for relevant practice staff.
Produce working rotas for Reception/Admin
staff at the surgery.
Ensure that Reception Staff action
Links (including approval of patient registrations) within SystmOne in a
timely manner.
Ensure that relevant officers within the
Reception/Administration team are appropriately managing paper copies of
patient notes (e.g. filing/returning as appropriate).
Identify additional income opportunities
for the practice.
Work with the Data Quality Supervisor to
establish systems for the validation of patient information, including
regular checks and quality audits.
Support Reception Staff to encourage
patients to sign up for Online access.
Monitor the Practice generic e-mail
account in the absence of the Senior Patient Administrator.
Assist in promoting and maintain their
own and others health, safety and security as defined in the Practice
Health & Safety Policy.
Confidentiality
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, and other healthcare
workers. They may also have access to information relating to the Federation
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 Federation may
only be divulged to authorised persons in accordance with the Federation
policies and procedures relating to confidentiality and the protection of
personal and sensitive data.