Medical Receptionist

**BARNARD CASTLE SURGERY Job Description JOB TITLE**: Medical Receptionist/Administrator Responsible to: Practice Manager Main Purpose of Post: Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. Ability to use own judgment and be able to work under pressure without direct supervision. To be reliable and flexible.

To observe strict confidentiality on all matters relating to the practice and its patients. Job Responsibilities: Reception Duties: Ensure efficiency of Systm1 appointment system and monitor flow of patients into consulting and treatment rooms. Ensure patients without appointments but who need 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, ensure procedures are completed.

Advise patients of relevant charges for private services, accept payment and issue receipts for same. Respond to all queries and requests for assistance from patients and other visitors. Enter requests for home visits onto computer stating time received and including all relevant information and where necessary i.e., urgent calls refer to the duty doctor. Ensure reception and waiting area are kept neat and tidy.

Be able to cover all reception duties as necessary. Administration: To have a thorough knowledge of all practice procedures. To work in accordance with written protocols. Scanning post in medical records.

Photocopy as requested. Open and distribute incoming mail received. Management of Appointment Systems: Ensure total familiarity with all appointment systems in effect including regular and incidental variations i.e., doctors holiday and taking occasional days. Process appointment requests for today, future appointments from patients by telephone and in person and ensuring sufficient information is taken.

**Action tasks daily. Computer**: Registration of new patients. Process patients change of address, computer data and medical records (have knowledge of practice area). Management of Medical Records/Scanning: Ensure correspondence, reports, results etc.

are scanned into the correct records. Retrieve and re-file records as required, ensuring that strict alphabetical order is adhered to. Operation of Telephone System: To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.

Ensure that the system is operational at 8.00 a.m. each day. Other Tasks: Open premises at the start of the day when first arrive, de-activate alarm and make all necessary preparations to receive patients. When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off, all electrical equipment has been turned off and the alarm activated.

Prepare rooms for meetings. Any other delegated duties considered appropriate to the post. Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and 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 and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice 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 practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Any breach of confidentiality is viewed as a serious matter and will lead to disciplinary action according to the agreed procedure. Such privileged, confidential information must remain so even after you cease to be employed by the practice. Disciplinary procedures are set out in your contract of employment and staff handbook. Health & Safety: The post-holder will implement and lead on a full range of promotion and management of their own and others health and safety and infection control as defined in the practice health and safety policy, the practice health and safety manual and practice infection control policy and published procedures.

**This will include (but will not be limited to)**: Using personal security systems within the workplace according to practice guidelines. Identifying the