Gp Receptionist

WEST COMMON LANE TEACHING PRACTICE

**JOB DESCRIPTION**

**Post**: Receptionist

**Responsible to**:Reception Team Leader

**Accountable to**:Practice Manager

**Hours of Work**: 25 - 30 TBC

**Starting Salary**:£20,375 pro rata - will increase on successful completion of probationary period

**Summary of role**

The purpose of the role is to:

- Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
- Offer 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
- Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
- Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team
- Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

**Principal duties**

The duties and responsibilities to be undertaken by members of the practice reception/administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the
Reception Supervisor/Management Team, dependent on current and evolving practice workload and staffing levels:

- To have a thorough knowledge of all practice procedures
- To work in accordance with written protocols

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- Pulling/filing of medical records for reports, medicals and updates as necessary
- Scanning all mail relating to patients and naming appropriately in medical records
- Photocopy, print, laminate as the need arises
- Receiving patients consulting with members of the practice team
- Process repeat/acute prescriptions in line with practice protocols
- Handing completed repeat/acute prescriptions to patient/pharmacies/carers and checking names and addresses
- Be able to cover all reception duties as necessary
- Process appointment requests for today and future appointments for patients by telephone and in person
- Deal with visit requests
- Registration of new patients - computer data entry
- Process patients change of address - computer data entry and medical record
- Have knowledge of practice area
- Having working knowledge of the telephone system during and after hours
- Ensure telephone calls are answered in a timely manner i.e. should be answered within three rings
- Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols - have thorough knowledge of doors/windows/intruder alarm
- Maintaining and monitoring the practice appointments system
- Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
- Processing and distributing incoming (and outgoing) mail
- Taking messages and passing on information
- Filing and retrieving paperwork
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- Clearing/tidying rooms after surgery and re-stock consulting rooms as required
- Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
- Ordering, re-ordering and monitoring of stationery and other supplies
- Dealing with clinical waste
- Provision of refreshments for staff and visitors as required; washing pots and keeping the kitchen area clean and tidy
- Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
- Any other tasks allocated by or deemed appropriate for this role, by the

Practice Manager

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**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 duties outlined in the 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 t