Medical Receptionist

As a priority, ensure the front desk and telephones are answered first and before other tasks are undertaken. Greet patients courteously and ensure the appointment system is run efficiently. Greet visitors and third party contractors politely and professionally, ensuring information governance (IG) procedures are followed prior to their admittance to the practice. Challenge unidentified visitors in line with practice procedure.

Help patients with any organisational queries. Monitor the flow of patients to and from the consulting/treatment rooms and manage queues through telephone and face-to-face interaction. Ensure patients are informed if a doctor is running late or called out on a visit or assisting colleagues. Advise patients of relevant charges for non-NHS services, accept payment and issue receipts.

Explain practice arrangements and requirements for new and temporary patients and ensure appropriate paperwork is completed and processed. Respond to all queries and requests for assistance from patients and other visitors to the practice as appropriate. Direct queries on, either in house or to other services as appropriate. Deal efficiently with emergency situations, including urgent calls, visits and ambulance bookings.

Ensure SystmOne tasks, notifications and workflow are checked and actioned throughout the day, including phoning patients as directed. Empty script box regularly and complete electronic prescription requests on SystmOne. Action online prescription requests regularly and promote the Practices online services. Take prescriptions to GPs for signing.

Report any concerns regarding medication orders to the clinical team (e.g. over ordering, non-compliance). Collect and process post daily, open, date stamp, sort and file. Monitor supplies of stationary and consumables and notify appropriate staff member for ordering.

Handle specimens as per practice protocol. Carry out additional duties as required e.g. post office, making tea and coffee. Oversee waiting and reception areas, ensuring they are kept tidy and relevant information is on display for patients, including checking, ordering and removal of leaflets as appropriate.

Complete end of day check e.g. doors, windows, lights, computers etc. Management of Appointment System Maintain working knowledge of the appointment system i.e. times of all clinics, duration of appointments, knowledge of SystmOne clinical system, doctors rotas, procedures for booking routine and urgent appointments, and procedures for booking external appointments within the Extended Access hubs.

Book appointments accurately and appropriately. Monitor daily available appointments and report any overload to the management team as appropriate. Management of Medical Records and Administration Ensure paper medical records are kept accurately in alphabetical order, easily retrievable, in good repair and tidy. Retrieve and re-file records as required by wider team.

Carry out scanning and electronic import of clinical documents as per written procedures, ensuring accuracy of appending to electronic patient record. Carry out coding of clinical documents as per written procedures, ensuring accuracy of appending to electronic patient record. Direct documents to appropriate practice team or clinician, or take necessary action / put appropriate follow-up in place, where appropriate. Ensure confidential destruction of any patient-related paper materials once scanned to record.

Maintain up-to-date knowledge of practice information governance policies including annual refresher training. Hold an understanding of how patient data is used within and outside the Practice and where patients can access further information. Patient Liaison Provide non-clinical patient care, dealing with requests for information, test results, requests to speak to clinical staff, whilst ensuring confidentiality and privacy for patients. Care navigate patients to appropriate clinicians or alternative care providers where appropriate.