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Gp Receptionist

4 months ago

Stafford, United Kingdom Stafford Health & Wellbeing Full time

**RECEPTIONIST**

**Accountable to**: Practice Manager, Reception Team Leader

**JOB SUMMARY**

To deal with enquires from patients efficiently and courteously. To ensure that the scanning, coding and filing is up to date and record keeping is undertaken correctly, confidentially and promptly. To ensure health and safety procedures are maintained.

**KEY TASKS**:
**1. **Receptions Duties**
- Respond to all general enquiries and requests for assistance from patients and other visitors.
- Explain practice arrangements and formal requirements to new patients and those seeking a temporary GP
- Greet and log in patients arriving for appointments directing and monitoring the flow of patients into consulting and treatments rooms.
- Ensure patients without appointments but who need urgent consultation are seen by a doctor.
- Advise patients of relevant charges for private services: accept payment and issue receipts.
- To advise patients of our policy on repeat prescriptions, allowing 48 hours to complete, printing from patient’s computer medical records.
- Accepting messages and forwarding to the appropriate member of staff. Ensuring as much details have been taken: who is calling, what they are calling about, a contact number to ring them back on.
- Informing the relevant personnel when stock is running low
- Where necessary, clear information should be left for incoming colleagues regarding unresolved or urgent problems
- Ensure reception and waiting areas are kept clean and tidy

**2. **Management of Appointment System**
- Endeavour to ensure the appointment system works as smoothly as possible
- Every effort should be made to ensure that the correct patient is booked, identifying name, address and date of birth.
- Any difficulties with system should be reported to relevant Support Desks

**3. **Requests for Visits**
- As much detail as possible should be gained from a patient requesting a home visit: patients name, symptoms, brief history, and a contact telephone number to call them back. A summary printout will be printed.

**4. **Management of Medical Records**
- Ensure that all paper records are filed alphabetically in the fire-proof cabinet where applicable.
- Lloyd George Records must be kept neat and tidy and repaired if damaged.

**5. **Preparation of consulting rooms**:

- Ensure all consulting rooms are tidy and prepared in readiness for each consulting session: including cleaning, ensuring there is enough couch roll, prescriptions and blank paper.
- Should the windows need opening for airing of the room, care should be taken to ensure that they are securely closed at the end of the day

**6. **Operation of Telephone System**
- Receptionists must feel competent at using the telephone system and offering patients the choices if appointments are not available: such as a telephone consultation, or a message left for the duty doctor.
- Ensuring the telephone is picked up quickly and if a colleague is busy answering their telephone

**7. **Scanning and Read Coding**
- All new correspondence will be scanned and workflowed electronically for action to the appropriate personnel.
- Any further action that the GP has requested must be taken.
- Any action taken from the document must be coded using the appropriate read codes electronically

**8. **Blood Samples**
- Ensure that all samples are collected from the GP and Practice Nurse at specified times every day.
- Place in the plastic bag ready for collection by the courier

**9. **Photocopying**
- You may be required to photocopy from time to time.
- Photocopying of patients medical records on behalf of solicitors or insurance companies must be dealt with promptly. The patients consent to release their medical records should be given before posting the copies to outside agencies.

**10. **Start and End of Day Procedures**
- You are required to arrive at work 10 minutes before you are due to start, this gives you time to unlock doors and filing cabinets and to log in to the computer.
- You must be ready to work at your starting time.
- At the end of each day you must check all windows, doors and filing cabinets are locked.
- Any patient identifiable data is out of sight and that all lights are switched off.

**11. **Referrals and Letters**
- Forward referrals/correspondence as directed by clinical staff to appropriate health professional.

**12. **Taking on New Patients**
- All patients despite their visa status will be registered with the practice as long as they live within the practice’s catchment area (a copy of this area is available in reception)
- The patient can be asked for some form of ID to prove their name and address before registering a patient.
- Once ID has been shown they will complete a GMS1 form (purple form) and an appointment will be made with the Practice Nurse for a ‘General Health Check’.

**13. **Other requirements of the post**
- To understand and adhere to strict confidentiality
- To maintain a positive attitude and manner towar