Medical Receptionist

Radbrook Green Surgery

Medical Receptionist Job Description & Person Specification

Job Title

Medical Receptionist

Line Manager

Reception Supervisor

Accountable to

Practice Manager

Hours per week

Part time x 2

Job Summary

To be responsible for undertaking a wide range of administration duties in support of the multidisciplinary team.

Mission Statement

The team aim to provide the best possible high quality healthcare for all. We aim to:

• Respect every patient as an individual
• Be honest and open with our patients
• Provide a professional service at all times
• Care for the vulnerable
• Treat patients with dignity
• Promote healthy living
• Create a welcoming atmosphere in the practice
• Keep ourselves up to date on medical advances
• Work as a team with all employees in the practice

Generic Responsibilities

All staff at Radbrook Green Surgery have a duty to conform to the following:

Equality, Diversity & Inclusion

A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

Confidentiality

This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction Training

On arrival at the practice all staff are to complete a practice induction programme; this is managed by the Assistant /Practice Manager.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

Collaborative Working

All staff are to recognise the significance of collaborative working. Team work is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff at Radbrook Green Surgery must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Security

The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.

Professional Conduct

At Radbrook Green Surgery, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.

Primary Responsibilities

The following are the core responsibilities of the data administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. This job description may be amended in consultation with the post holder as developments evolve, and as part of the appraisal process.

· Inputting data on EMIS Web

· Extracting the required data from clinical correspondence and inputting the data into the patient's electronic healthcare record via various clinical platforms

· Monitoring patient call and recall systems

· Maintain effective security of data all times

· Support the team in the effective use of searches, audits and recalls

· Support the team in the use of the clinical system

· Support the clinical team with tasks

· Shredding, filing & photocopying

· General office duties

· Emails and AccuRx

· Emis & Docman tasks

· Scanning and workflow of patient and practice correspondence

· Contacting patients by telephone, text or letter

· Provide guidance in trouble shooting when requested

· Configure searches and interpret data for audit purposes

· Support with data quality improvement projects

· Support with QOF

· Collate the required data for reporting purposes

· Upload data as required

· Checking notes out via notesSpace

· Action new registrations using GP2GP facility

· Support with Practice website/ newsletter/ practice leaflet

• To arrange appointments for patients via our computerised appointments system
• Taking and relaying messages over the telephone and face-to-face
• Deal with visit requests & provide the necessary paperwork for doctors
• Receiving patients and visitors at the reception desk and consulting with other members of the team
• Deal with requests for prescriptions, reports, etc, and checking patient identifiable information, all in line with Practice protocols
• Printing prescriptions and amending patient details
• Dealing with new patients' documentation & temporary residents and entering details onto the system and creating new patient files
• Process patients change of address – computer data & medical records (have knowledge of practice area)
• Registration of patient on line access
• Communication with patients on behalf of clinicians with test results and messages
• Have a working knowledge of our telephone system, during & after hours
• Be available to provide cover if requested – be flexible i.e. support with overtime requirements/ adjust shift pattern to support service delivery

· Any other duties that the management team deem appropriate to the role

The person specification for this role is detailed below.

Person Specification – Medical Receptionist

Qualifications

Essential

Desirable

Educated to GCSE level or equivalent

ü

GCSE Mathematics & English (C or above)

ü

Experience

Essential

Desirable

Experience of working with the general public

ü

Experience of establishing effective office administrative systems

ü

Experience of working in a health care setting

ü

Skills

Essential

Desirable

Excellent communication skills (written and oral)

ü

Excellent IT skills

ü

Clear, polite telephone manner

ü

Competent in the use of Office and Outlook

ü

EMIS user skills

ü

Effective time management (Planning & Organising)

ü

Ability to work as a team member and autonomously

ü

Good interpersonal skills

ü

Problem solving & analytical skills

ü

Ability to follow policy and procedure

ü

Personal Qualities

Essential

Desirable

Polite and confident

ü

Flexible and cooperative

ü

Motivated

ü

Forward thinker

ü

High levels of integrity and loyalty

ü

Sensitive and empathetic in distressing situations

ü

Ability to work under pressure

ü

Ability to work under own initiative

ü

Other requirements

Essential

Desirable

Flexibility to work outside of core office hours

ü

Successful completion of a Disclosure Barring Service (DBS) check facilitated by the Practice

ü

This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.

Job Types: Part-time, Permanent

Pay: £12.45 per hour

Benefits:

• On-site parking

Work Location: In person