Receptionist

To work as part of the GP Reception Team taking an active part in the dealing of with reception and administration duties. To handle patient requests, passing them on to the appropriate staff. To carry out tasks as requested by the Reception Manager, Senior Receptionists or Practice Manager.

The surgery mostly operates out of the main Anchor Healthcare Centre building in Meridian Way but some shifts may be at the branch building in Rowe Avenue.

Salary is according to skills and experience.

**Key Functions**:
1. Dealing with enquiries from staff, patients or other health professionals as appropriate

2. Making appointments on the computerised system using a paper system when necessary (eg, emergency situation such as a power cut).

3. Receiving patients to the surgery, promoting the concept of a friendly, efficient and effective service.

4. Making telephone calls to patients as needed or requested by appropriate staff

5. Answering the telephone in a professional manner and dealing appropriately with the call, taking messages to be passed to relevant practice staff

6. Dealing with the internal mail and the couriers and outgoing post to the Post Office on a daily basis.

7. Keeping on top of printer ink changes for reception and the GP Team.

8. Maintaining the security of the premises, monitoring the keys and key book on a daily basis and reporting any losses within 24hrs

9. Understanding the alarm system for leaving and entering the building and reporting to the Caretaker Team when the alarm was unable to be set or unset.

10. Checking and amending the In/Out Board when doing the late shift.

11. Checking the reception Urgent and Non-Urgent Tray on a daily basis especially when doing the early shift.

12. Report any accident or incident that happens on surgery premises to Reception Manager, Assistant Reception Manager, Lead Nurse or Practice Manager.

13. Report faulty equipment to the appropriate staff immediately

14. Keep the waiting room and reception areas tidy and free from any unnecessary items. Keep reception bins cleared when overflowing.

15. Providing a chaperone for clinical members of staff when requested.

16. Offer flexible working hours to cover the absence of colleagues / to meet work deadlines / to attend meetings / to attend training courses.

17. Assisting with any other administration or audits as requested by the Doctors, Practice Manager or Patient Services Manager.

18. General office duties and any other tasks as requested.

19. To undertake training and attend practice meetings as appropriate

20. This list is not exhaustive and duties would cover any other related surgery reception work.

All Practice Staff should be aware of their responsibilities under the Health and Safety at Work Acts

**Data Protection and Confidentiality Issues**:

- To ensure that when accessing data relating to patients, the information obtained and used is registered appropriately under the Data Protection Act
- To ensure that all information held centrally by the practice relating to the patient’s health, medical treatment, personal details and registration details remains confidential to the practice and the patient.
- To ensure that all requests for medical information about a patient from external organisations and patients family members is legitimate, complies with Access to Medical Records and other legislation, has the written consent of the patient and practice.
- 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

**Health & Safety**

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health & Safety Policy, to include:

- Using personal security systems within the workplace according to Practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential ri