Receptionist

To receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone KEY RESPONSIBILITIES: - To ensure that all visitors and telephone callers to the practice are greeted professionally. - To ensure all telephone calls are managed appropriately. - To manage the flow of patients arriving at the reception desk, for appointments, prescriptions or queries.
- To ensure the clinical staffs receive medical records as requested. - To ensure that repeat prescriptions are generated accurately and efficiently, within the 48 hours specified by the practice. Reception duties: - Greeting and booking in or patients for surgeries and clinics. - Dealing with patient enquiries efficiently and courteously.
- The receiving and recording of telephone messages taking appropriate action - Making appointments on EMIS, by processing appointment requests for today, future appointments from patients in person and on the telephone. - Restoring the telephone service in the morning and checking for any messages. - Dealing with all telephone queries/requests from patients, and acting as liaison with the Doctors/Nurses as necessary. Pulling and filing medical records as necessary.
- Processing repeat prescriptions and filing for collection within 48 hours. - Taking home visit requests - Advising patients of relevant charges for private services - Receiving specimens from patients ensuring all their details have been recorded whilst following Health & Safety policy. - Tidying waiting room after surgery, ensuring premises are kept tidy between visits from the cleaning staff, tidy and sort magazines and leaflets, discarding old and damaged items as necessary. Administration duties: - To have a thorough knowledge of all practice policies and procedures - To work in accordance of written protocols - Provide administrative support for clinical staff.
- Filing patient records and correspondence when necessary. - Opening and distribution or practice post. Outgoing post should be written down in the post book. - Registering new patients following the Registration Protocol.
- Scanning of documents onto the medical system. All scanning should be cleared daily (both trays). - To send letters to patients as necessary. - Photocopying of notes and other information (in reception this includes: ensuring enough forms are printed or photocopied: consent forms, CITA, appointment card, change of details etc.).
- Changing details on System One i.e. Change of address, telephone numbers etc. - To carry out any other duties agreed between employee and the practice to ensure the smooth running of the practice. Management of Medical Records: - Ensure that records are accurately assembled in advance of each consulting session - Ensure that records are available in the instances of urgent consultation - Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to - Ensure correspondence, reports, results etc.

are filed in correct records - Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover Management of Appointment System: - Ensure total familiarity with all appointment systems including regular and incidental variations - Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record - Monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients - Monitor effectiveness of the system and report any problems or variations to the Senior Receptionist in Confidentiality - In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately - In the performance of the duties outlined in this job description, you may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. You may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential - Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice, CIH or 100Fold may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Health and Safety Implement and lead on a full range of promotion and management their own and others health and safety and infection control as defined in each of the practices or CIH Health & Safety policy/manual,