Medical Receptionist

**LLANFAIR SURGERY**
**Medical Receptionist Job Description**

**JOB TITLE: MEDICAL RECEPTIONIST**

**RESPONSIBLE TO**:Reception Team Leaders

**REPORTING TO**:Practice Manager

**JOB PURPOSE**:To provide a high quality, professional reception and administrative service to patients, doctors, staff, colleagues, health service professionals and others. To act as the first point of contact for patients contacting the
Practice and to portray the Practice in the highest possible professional basis. To ensure that enquiries from patients, visitors and external agencies/bodies are efficiently and courteously handled to the mutual satisfaction of the partners and patients

**ACCOUNTABILITY**

The post holder is ultimately accountable to the Partners

**MAIN DUTIES AND RESPONSIBILITIES**

**1. **Greet patients and visitors to the practice.

Book in, amend and cancel patient appointments in-line with practice appointments
**2. ** procedures ensuring optimum efficiency of the appointment system

Ensure that patients without appointments but who need 'urgent consultations’ are booked
**3. ** into appropriate slots and referred to a GP where necessary

Receive and accurately record requests for home visits, assessing urgency in accordance
**4. ** with the Practice’s protocols. Print off home visit summary sheets

**5. **Ensure computerised appointment system is up-to-date

**6. **Respond and/or redirect all patient and visitor requests accordingly

Explain practice arrangements and formal requirements to new patients and temporary
**7. ** residents, ensure procedures are completed

**8. **Set-up of new patients onto the computer system

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

**11. **Ensure correspondence, reports, results etc. are filed electronically in correct patient record

**12. **Ensure reception and waiting areas are kept neat and tidy

**13. **Re-stocking of information leaflets as appropriate

Answering incoming telephone calls, ensuring calls are documented and redirected
**14. ** accordingly

**15. **Undertake administration tasks as allocated and arranged by Reception Team Leaders

**16. **Maintain patient calls/recalls as instructed by Reception Team Leaders

**17. **Action start and end of day procedures

Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient
**18. ** notes)

**19.**

Send faxes as required

**20. **Regularly check all electronic messages have been actioned

**21. **Amalgamation of new patient records

This job description is not exhaustive and adjusted periodically after review and consultation.
**22. **You will be expected to carry out any reasonable duties, which may be requested from time
- to-time.

Work safely at all times in accordance with Legislative requirements, Practice Policy, and
**23.**

Procedures.

**EQUIPMENT, MACHINERY & SYSTEMS**

Personal Computer system including internet activity which is utilised as a means of
**1. **communication both internally and externally

Practice Clinical System (Vision) to manage and record patient appointments,
**2. **inputting patient registration data, accessing patient data as necessary and when undertaking audits

**3. **Fax and photocopying machines

The post-holder is responsible for, in conjunction with others, maintaining the
**4. ** accuracy of the Practice’s Clinical System (Vision)

**ASSIGNMENT OF WORK**

The post-holder’s work assignment is determined by the requirements of the
Practice, GP Partners, Practice Team Leaders and patients.

Reception Team Leaders provide immediate line-management for the post-holder.

The post holder will take instruction on a day-to-day basis from the Reception Team
Leaders. However, the post-holder is expected to become self-directed and

Motivated, using their own initiative and requiring minimum input from the
Reception Team Leaders.

The Post-holder’s work is formally reviewed by annual appraisal.

The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.

**DECISIONS & JUDGEMENT**

The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:

- Establishing and maintaining effective lines of communication with the GPs,

Reception Team Leaders and all other members of staff
- Communicating clearly and effectively with staff to aid the smooth running of

the Practice
- Responding to requests or queries for support as they arise in an appropriate and timely manner
- Prioritising workload and requests for support
- Making the most effective use of resources available
- Using judgement and experience in helping to determine the relevant urgency of or requests for information received from patients and other external orga