Medical Receptionist

**Job responsibilities**: To have a thorough knowledge of all practice procedures. To work in accordance of written protocols & the Staff Handbook. Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice. Deal with all general enquiries, explain procedures and make new and follow-up appointments.
Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner. Monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients and ensure patients are kept informed of any likely delays. Ensure requests for ambulance transportation are actioned and detailed in the appropriate folder with the booking reference number. Be able to cover all reception positions as necessary.
Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed. Receive and make telephone calls as required in a timely manner. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery. Taking messages and passing on information.
Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers. Have working knowledge of telephone system, during and after hours. Ensure total familiarity with the computer system and admin systems used within the practice, and to deal with any simple IT problems where possible for practice staff, and to report any unresolved issues to the Reception and Admin Team Manager. Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually.
Handing completed repeat prescriptions to patient and checking names, address, DoB and signature. Ensure all new registrations are entered onto the clinical system and ensure new patient screens are booked at the same time. Update any changes of address/name on the clinical system. Scanning of letters and relevant correspondence into patients notes.
Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same. Enter patient information on to the computer as required. Patient notes and correspondence: o Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to. o Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.
- Ensure records are kept in good repair with all necessary information on the outside cover clearly visible. Photocopy as requested. Provision of refreshments for staff and visitors as required and ensuring the kitchen is kept clean and tidy. Ensure reception and waiting areas are kept neat and tidy and free from obstruction at all times Ensure rooms are cleared after surgeries and restocked as required.
Ensure back up or printing of appointment lists each evening. To check your work area and reception area to ensure a clear desk at the end of each day. Make all necessary preparations to receive patients and visitors. Liaise with the Practice Manager/Deputy Practice Manager for any orders or purchase requirements To ensure that all patient workflow and tasks are actioned in a timely manner.
To have the appropriate involvement with the influenza & Covid-19 coordination campaign. To provide admin support for pathology results. Maintain self and team professionalism at all times. Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Manager, Deputy Practice Manager and Reception and Admin Team Manager.
You will be required to cover staff holidays and sickness. To provide reception cover for extended hours opening as requested at weekends and evenings. You are required to attend in-house training and meetings which may be outside your normal working hours. You will be expected to attend courses relevant to your job at the request of your line manager.
This list is not exhaustive and duties may be varied from time to time under the direction of the Practice Manager, dependent on current and evolving practice workload and staffing levels.