Receptionist

Main duties and responsibilities of the post 1. Reception and Admin duties Greet all patients in a friendly, courteous and welcoming manner, whether face to face or by telephone Undertake Admin tasks appropriate to the role, to ensure the efficient running of the practice computer system, carrying out searches, audits and recalls as required. Arrange the collection and dispatch of patients notes as required. Report faults to the software supplier and/or appropriate IT support desk, and track progress.

As receptionist, ensure accurate and efficient use of the computerised appointment system and monitor flow of patients into consulting and treatment rooms. Respond to requests from clinicians (e.g. for files, telephone calls, refreshments) in a timely and friendly manner. Explain practice arrangements and formal requirements to new patients and those seeking temporary cover.

Ensure procedures are completed by making up patient records and transferring details on to the computer. Respond to all queries and requests for assistance from patients and other visitors, ensuring that any urgent or serious medical problems are given priority. Enter requests for home visits into visit book and messages for doctors in the message book and/or on the computer screen, stating time received and including all relevant information and where necessary refer to the Duty Doctor. Check that messages have been actioned, reminding doctors as appropriate and deal with requests for action received via the clinical system.

Receive requests for prescriptions from patients, and deal with these in accord with the practice policy. As receptionist, ensure Repeat Prescriptions and Queries are dealt with each morning. Ensure reception and waiting areas are kept neat and tidy. 2.

Management of appointment systems Book appointments and recalls taking note of the Practice policy for access to clinicians. Monitor effectiveness of the system and report any problems or variations required. 3. Management of medical records Assist with the accurate input of data to the clinical and document management systems Arrange retrieval and re-filing of records as required.

Ensure records are kept neat and tidy and in good repair. Ensure correspondence, reports, results etc. are opened promptly, date stamped and passed to the relevant staff. 4.

Preparation of consulting rooms Ensure that the consulting rooms are prepared in readiness for each consulting session, checking for the full range of forms and re-stocking as required. Ensure that the consulting rooms are checked at the end of each consulting session and left tidy and secure. 5. Operation of telephone system Receive and make calls as required, answering the phone within the surgery policy.

Divert calls and take messages as appropriate. Ensure that system is operational at the beginning of each day and switched over to night service at the end of each day. 6. Start and end of day procedures Open up premises at the start of day, deactivate the alarm and make all necessary preparation to receive patients.

Secure premises at the end of day; ensure the building is secured, internal lights off and alarm activated. Be able to start at 8.00am and finish at 6.30pm. Finishes later than 6:30 pm or work on a Saturday may be required dependent on the Practice access policy. 7.

Special requirements of the post An understanding, acceptance and adherence to the need for strict confidentiality. An ability to use own judgment, resourcefulness, common sense and local knowledge to respond to patients enquiries and requests. An ability to work at either the Desborough or Hazlemere surgeries, if staffing requirements dictate. Excellent communication skills Ability to make a good cup of tea and coffee