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Receptionist

4 months ago

West Malling, United Kingdom West Malling Group Practice Full time

**_West Malling Group Practice _**

**_Job Description _**

**Job Title ** _Medical Receptionist_

**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 ** _Patient Services Manager _

**_MAJOR DUTIES AND RESPONSIBILITIES OF THE POST _**

**1 Reception Duties**

**(i) **Utilise computer system to ensure efficiency of appointment system and monitor flow of patients into consulting and treatment rooms.

**(ii) **Ensure that patients without appointments but who need ‘urgent consultation’ are seen in a logical and non-disruptive manner.

**(iii) **Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed.

**(iv) **Advise patients of relevant charges for private services, accept payment and issue receipts for same.

**(v) **Respond to all queries and requests for assistance from patients and other visitors.
**(vi) **Enter all patient queries onto the computer system using the task manager system and direct to the relevant team member
**(vii) **Enter requests for home visits onto computer system and including all relevant information and where necessary refer to the doctor on call.
**(viii) **In conjunction with the Repeat Prescription Protocol ensure that requests for prescriptions are actioned within one working day.
**(ix) **Ensure reception and waiting areas are kept neat and tidy.
**(x) **Support administrative team with DocMan workflow
**(xi) **Any other duties deemed necessary by the GP or Practice Manager

**2 Management of appointment system**

**(i) **Ensure total familiarity with all appointment systems in effect including regular and incidental variations.

**(ii) **Book appointments and recalls ensuring sufficient information is recorded to retrieve the appropriate medical record.

**(iii) **Monitor effectiveness of the system and report any problems or variations required.

**3 Management of medical records**

**(i) **Ensure that all records are accurately assembled. Ensure that the record is available for the doctor in the instances of urgent consultation should manual record be required.

**4 Preparation of consulting rooms**

**(i) **Ensure that the consulting rooms are prepared in readiness for each consulting session, checking full range of forms and requirements and re-stocking as required.

**(ii) **Ensure that the consulting rooms are checked at the end of each consulting session and left tidy and secure.

**5 Operation of telephone system**

**(i) **Receive and make calls as required. Divert calls and take messages as appropriate.
**(ii) **Ensure that the system is operational at the beginning of each day and switched over to night service and answerphone operational at the end of each day.

**6 Start and end of day procedures**

**(i) **Open up premises at the start of day, set alarm to day function and make all necessary preparation to receive patients.

**(ii) **Secure premises at end of day, ensure the building is totally secured, internal lights off and alarm activated

**7 Any other delegated duties considered appropriate to the post.**

**Special requirements of the post**

**(i) **An understanding, acceptance and adherence to the need for strict confidentiality.
**(ii) **An ability to use own judgement, resourcefulness, common sense and local knowledge, to respond to patients’ enquiries and requests.
**(iii) **Excellent communications skills
**(iv) **Good understanding of window based computer software. Keyboard knowledge.

**_Job Specification _**

**Post **Part-time Medical Receptionist

**Place of work West Malling Group Practice**

**Hours minimum of 16.5 hours (Monday Tuesday, Wednesday Thursday, Friday,**

**Saturday on a Shift Pattern between 07.00 to 20:00) **hours per week.

**leave at short notice.**

**Annual Leave **22 days pro rata plus 8 days Bank Holiday

**Sickness **SSP will be applied

As a medical receptionist you should have
- a commitment to patient care
- a clear understanding of patient and practice confidentiality
- a warm and friendly nature and an ability to communicate with people at all levels
- be willing to attend appropriate training which will not only enhance your personal development but will be beneficial to the development of the practice.
- be flexible and willing to help out from time to time in the absence of others to ensure the smooth running of the practice
- have the ability to work as part of a team as well as on your own initiative.
- a good understanding of computer/telephone systems including good keyboard skills
- secretarial skill would be beneficial
- Knowledge of clinical (Vision) and clinical documentation (DocMan) software desirable

**General Responsibilities**
- To contribute to a safe working environment for all through adherence to health and safety management systems
- Correctly handle confidential information