Gp Receptionist

**JOB DESCRIPTION**

Role in the Practice: GP Medical Receptionist

Location: Inver Surgery, Moyle Medical Centre, Old Glenarm Road, Larne, BT40 1HX

Days of Work: To be confirmed

Reports to: Assistant Practice Manager / Practice Manager

Responsible to: Practice Partners

Summary of Role: Receptionist has delegated responsibility for the smooth running of reception and waiting areas. He/She is responsible for the efficient administration of all related processes, for example appointments, greeting patients, prescriptions, mail distribution and use of IT in order to support the work of the GPs. He/She will have a major impact in promoting a positive image of the Practice to patients and other visitors.

CORE TASKS & FUNCTIONS

1. Reception Duties
- When on duty manage the telephone system and other technical communication systems to ensure systems run smoothly.
- Welcome patients/visitors as they enter the premises, book patients into the appropriate clinics and deal with any other queries as they arise.
- Maintain communication with patients.
- Direct patients as to the correct use of the Electronic Touch screen and BP monitor and update records.
- Explain practice arrangements and formal requirements to all new patients and to those seeking emergency or temporary cover.
- Advise patients of all relevant charges for private services, accept payment and issue receipts.
- Enter all relevant information and requests from patients onto the computer and where necessary contact the doctor on duty.
- Enter all requests for ambulance transportation into the computer and book same to ambulance control.
- Monitor opportunistic screening for all due diary dates, vaccinations and cytology, book appointments for all patients to attend the appropriate clinic.
- Receive prescription requests and process accordingly.
- Opening incoming mail and sorting it appropriately.
- Distribution of electronic mail.
- Prepare daily post for collection by 3pm.

2. Prescription Duties
- Prepare all repeat and current script requests for patients including online access requests for repeat scripts following practice policy.
- Respond to all queries from doctors/district nursing staff and community pharmacists.
- Update patient’s medication records, monitor and inform the Doctor if advice needed.
- Prepare for the daily collection of scripts by the delivery service to the appropriate pharmacies.
- Follow the practice procedure to ensure the security of prescriptions and ensure stocks are maintained as required.

3. Admin Duties
- When required, participate in scanning duties as requested to ensure all information updated onto computer in a timely fashion.
- Answer internal and external calls promptly.
- Provide patients with results and other callers with routine information they may require in accordance with Practice policy adhering to confidentiality.
- Ensure the GP rooms and administration desks are kept stocked with the required forms and stationery, updating stock records for re-ordering.
- Undertake other clerical duties such as coding, mailing, word processing, photocopying etc.
- Report any problems to Assistant Practice Manager.

4. Patient and community services
- Be responsible for operating all procedures for reception and waiting room.
- Disseminate information and material about the Practice.

5. Premises and equipment
- Maintain adequate stocks of stationery and clinical supplies, and advise the responsible person to order supplies within agreed protocols.
- Monitor equipment and report operating problems.
- Monitor premises maintenance and cleaning to ensure practice standards are met; report problems
- Contribute to ensuring premises security.
- Contribute to ensuring the security of shared services and premises.
- Contribute as requested to the project management of equipment and premises upgrade.
- Ensure premises are tidy at all times including workstations to ensure a safe and pleasant environment for staff and patients.

6. Information and management technology
- Organise the flow of patient records around the surgery; entering information into computerised records as agreed by Practice protocol
- Ensure appropriate administrative data is recorded in computerised records, retrieve information for searches and reports as directed.
- Comply with and monitor all systems for data security and protection including back-up.
- Report problems with servicing and maintenance of hardware.
- Enter agreed registration and item of service data for GP Links.
- Report problems in crisis management of computer system..

7. Practice development and clinical governance
- Provide data, as requested for practice development plans and reports.
- Contribute information on current activities towards reviews of clinical services.
- Collect data as part of the clinical audit process.
- Collect data as part of the organisational audit process.
- Be aware of Practice and or Trust policies on risk management/Health & Safety and operate ap