Medical Receptionist

THE NEW SURGERY

Job Title: Medical Receptionist

Hours required: Minimum of 14 hours (3 sessions) across the week including a mixture of morning and afternoon shifts, details to be confirmed. Please note, mornings shifts may start at 8am and afternoon shifts may finish at 6.30pm.

JOB SUMMARY
- To be responsible, with the other receptionists, for the interface between the practice and the general public, particularly the patients of the practice, and to ensure that all enquires, face to face and telephone are efficiently and politely dealt with.
- To work co-operatively as part of the administration team communicating clearly with and assisting colleagues to ensure the smooth running of the reception and administration area.
- To make sure that all administrative tasks are carried out promptly and accurately as an essential component of helping the doctors and the Practice nurse and other professionals linked with the Practice, to provide the best possible service to our patients.
- To make sure the surgery premises, especially the Reception and waiting area, are welcoming and kept tidy and infection control policy is adhered to.

SERVICE TO PATIENTS
As a Receptionist working in a busy Practice you have a special position of trust and responsibility. Your attitude to patients and the impression you make are of prime importance to the Practice. Part of the Practice ethos is to provide a courteous and caring service to all our patients at all times.

We aim to provide high quality medical care for all our registered patients, regardless of race, colour, ethnic or national origins, age, gender, ability, sexuality, employment status, mental health status, homelessness, class, HIV status or religion.

KEY RESPONSIBILITIES AND DUTIES
- To open the premises (if requested) and to be a key holder for this purpose only. To report any inclement weather conditions that could affect patients using the surgery to the Senior Receptionist.
- To welcome and direct patients and visitors to the Practice promptly and politely.
- To be responsible, with other Reception staff, for booking and cancelling appointments using the computerised system.
- To answer the phone promptly (maximum of 5 rings) politely and clearly and ensure accurate messages are relayed, for example, inputting requests for home visits onto the computer and relaying urgent messages to doctors or other staff.
- To answer general enquiries and explain surgery procedures, for example, sample drop-off at reception, both face to face and on the telephone.
- To deal with queries, telephone hospitals when requested, book support services (transport, interpreter etc) and book follow up appointments as requested by GPs or senior practice staff.
- To take details for registration of new patients (using form) and prepare repeat prescriptions (including nursing homes) according to Practice guidelines.
- To ensure that Reception, consulting rooms and waiting room are kept tidy, stocked with stationery, free from hazards and ready for use by incoming colleagues as necessary.
- To provide cover for absent colleagues on occasion (in addition to core hours) and to work in a flexible way as part of a team, as directed by Senior Receptionist, Practice Manager or GP Partners. Reasonable notice will be given where possible if cover is required.
- To identify, with Senior Receptionist and Practice Manager, any training needs and to be prepared to attend courses when necessary. To liaise closely with colleagues and to ask if unsure about any duties requested to undertake. To attend Practice meetings as requested.
- Make tea/ coffee for GPs, other staff and visitors as requested.
- To undertake general administrative tasks, as directed, including posting mail (if requested) and to be prepared to train for other administrative tasks, for example, scanning medical letters. To report and record any concerns to Senior Receptionist.
- To participate in surgery appraisal system. To ensure that any performance issues are highlighted with the Senior Receptionist, Practice Manager or GP partners at an early stage so that they can be addressed.
- To become competent in the use of the EMIS clinical system software especially in dealing with appointments, registrations, and prescription ordering.
- To participate in Reception team duty rota for additional Network hours (6.30pm to 8pm and occasional Saturday morning). Advanced warning of these sessions will be given. This cannot be unreasonably refused.
- To undertake mandatory on-line training using the Blue Stream training package provided by the surgery. Time may be allocated to undertake some of this training in-house or staff may choose to undertake it in their own time using their unique log-in/password.
- To observe the Practice policy on confidentiality and disclosure of information and embrace the Practice philosophy to treat all patients and visitors with respect and tolerance in accordance with equal opportunities.
- Any other dutie