Job responsibilities
Main purpose of post:
To provide a point of contact for patients and act as a focal point of communication between patients, doctors and other medical staff.
Responsible to:
Sean Langridge - Managing Partner.
Major Duties and Responsibilities of the Post:
1Reception Duties
a) Ensure appointment system is running efficiently and monitor flow of patients into consulting and treatment rooms.
b) Ensure that patients without appointments but who need urgent consultation are seen, if appropriate.
c) Explain Practice arrangements to new patients and temporary residents, ensure procedures are completed.
d) Advise patients of relevant charges for private services; accept payment and issue receipts for same.
e) Respond to all queries and requests for assistance from patients and other visitors.
f) Enter requests for home visits into daybook / computer including all relevant information, and refer to duty doctor.
g) In conjunction with other receptionists, ensure that requests for prescriptions are actioned where possible, within one working day.
h) Ensure reception and waiting areas are kept tidy.
i) Receive and pass on messages for District Nurses and Health Visitor etc.
j) Making up New patient files.
2Management of Appointment Systems
a) Ensure total familiarity with appointment systems for all clinics.
b) Book appointments, ensuring sufficient information is recorded to retrieve medical record.
c) Monitor effectiveness of the system and report any problems to the Practice Manager.
3Management of Medical Records
a) Ensure that all records are accurately assembled in advance for each consulting session. Ensure that the record is available for the doctor in the instances of urgent consultation.
b) Retrieve and re-file records as required, ensuring thatstrict alphabetical orderis adhered to.
c) Ensure correspondence, reports, results etc are filed scanned in the correct record.
d) Ensure that records are kept neat, tidy and in good repair, with all necessary information recorded on the outer cover.
4Preparation of Consulting Rooms
a) Ensure that the consulting rooms are prepared in readiness for each consulting session, checking full range of forms and re-stocking as required.
b) Ensure that consulting rooms are checked at the end of each session and left tidy and secure.
5Operation of Telephone System
a) Receive and make calls as required. Divert calls and take messages as appropriate.
b)Ensure that system is operational at the beginning of each day and transferred to night service at the end of each day.
6Start and End of Day Procedures
a) Open up premises each morning, set alarm to day function and make all necessary preparations to receive patients.
b) Secure premises at end of day, ensure building is totally secure, internal lights off and alarm activated.
7Computer Duties
a) Input and print repeat prescriptions.
b) Use computer for general enquiries and searches.
c) Scanning, workflow and coding documents.
d) Any other computer duties relevant to the post.
SPECIAL REQUIREMENTS OF THE POST