Receptionist

6 months ago

Haywards Heath, United Kingdom Newtons Practice Full time

MAJOR DUTIES AND RESPONSIBILITIES OF THE POST Confidentiality - NHS Code of Confidentiality: This sets out the required standards of practice concerning confidentiality and patients' consent to use their health records. It is a guide for those who work within or under contract to NHS organisations and is based on legal requirements and best practice. Reception Duties In co-operation with the main front reception desk, ensure efficiency of the appointment system and monitor flow of patients into consulting and treatment rooms. Ensure that patients without appointments but who need an urgent consultation are seen in a logical and non-disruptive manner.

Explain practice arrangements and formal requirements to new patients and those seeking temporary cover; ensure procedures are completed in accordance with the protocols of the practice. Advise patients of relevant charges for private services, accept payment and issue receipts for same or ensure an invoice is raised and paid for if specifically required. Respond to all queries and requests for assistance from patients and other visitors without breaching any confidentiality guidelines. Deal with home visit requests and record on the computer, stating time received including all relevant information and where necessary refer immediately to doctor.

Ensure that requests for prescriptions are actioned, where possible, within one working day. Action requests for ambulance transportation and record details appropriately. Ensure that the reception and waiting areas are kept neat and tidy. Ensure that the Practice Manager or Assistant Practice Manager is immediately informed of any visitor to the surgery and that the visitor/s are kept in the main reception area until permission is given for them to go into other areas of the building.

If this is not adhered to it may be seen as a breach in confidentiality. Management of the appointment systems In cooperation with the main front reception desk, ensure total familiarity with all appointment systems in current use, including regular and incidental variations. Book appointments and recalls ensuring correct and adequate information is recorded to retrieve the appropriate medical record, initialising all booked appointments. Monitor effectiveness of the system and ensure that action is taken to resolve any problems or effect variations as required.

Report any obvious concerns in the management of the surgerys sessions to the practice manager. Management of medical records: Paper and Electronic Ensure that medical records are assembled and forms completed in advance for each consultation session where indicated. Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to. Ensure correspondence, reports, results etc., are scanned in the correct record, preferably on a daily basis.

Ensure upon receipt of a newly registered patients records that they are tagged in accordance with practice protocol and that all wallets are kept neat and tidy and in good repair. Notification of a change of address or G.P. should be recorded on the computer and on the medical record as soon a possible. Ensure that any information recorded on a patients medical record on the EMIS computer system is accurate and that you have the permission of the practice manager or doctor to enter it.

Management of Repeat Prescriptions Receive patients requests for authorised repeat prescription in writing. With the exception of controlled drugs, prepare a computerised prescription in accordance with the practice protocol ready for a doctors signature. Where information received is incorrect or insufficient, ensure that the request for a repeat prescription is referred to the appropriate doctor for action. Provide the point of contact for patients with enquires relating to repeat prescriptions and ensure follow-up action is taken if the enquiry cannot be resolved immediately.

Ensure that problems and queries regarding repeat prescriptions are brought to the attention of the appropriate doctors and that follow up action is taken to resolve such matters. Clear and concise contact with pharmacists may also be necessary. Preparation of consulting rooms Ensure that the consulting rooms are prepared in readiness for each consulting session, especially if a locum is covering a session. A prepared locum box with all the appropriate forms should be made available.

Ensure that the consulting rooms are checked at the end of each consulting session and left tidy and secure. Operation of the telephone system Receive and make appropriate calls as required. Divert calls and take messages as appropriate. Respond to an incoming call within the first three rings if possible.

Ensure that the system is operational at the beginning of each day, switched over to night service, and checked at the end of each day. Communication Receive messages for Doctors and other team members and ensure that they reach the person concerned. Your initials and da

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