Medical Receptionist

**JOB PURPOSE**:
To provide a high quality, professional reception and administrative service to patients, doctors, staff, colleagues, health service professionals and others. To act as the first point of contact for patients contacting the Practice and to portray the Practice in the highest possible professional basis. To ensure that enquiries from patients are efficiently and courteously handled to the mutual satisfaction of the partners and patients.

**MAIN DUTIES AND RESPONSIBILITIES**:
Greet patients and visitors to the practice.

Book in, amend and cancel patient appointment inline with practice appointments procedures ensuing optimum efficiency of the appointment system.

Ensure that patient without appointments but who need urgent consultations’ are booked into appropriate slots and referred to a GP where necessary.

Receive and accurately record requests for home visits, assessing urgency in accordance with the Practice’s protocols.

Ensure computerised appointment system is up-to-date.

Respond and/or redirect all patient and visitor requests accordingly.

Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed.

Ensure new patient documentation is completed correctly.

Advise patients of relevant charges for private services, accept payment and issue receipts for same.

Produce repeat prescriptions according to practice procedures and ensure timely distribution of completed prescriptions.

Ensure correspondence, reports, results etc. are filed electronically in correct patient record.

Ensure reception and waiting areas are kept neat and tidy.

Re-stocking of information leaflets as appropriate.

Answering incoming telephone calls, ensuring calls are documented and redirected accordingly.

Undertake administration tasks as allocated on rota organised by Reception Supervisor.

Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).

Regularly check tasks within Emis, are completed in a timely manner

Amalgamation of new patient records.

This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.

Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.

**Equipment, machinery & Systems**:
Personal Computer system including internet activity which is utilised as a means of communication both internally and externally.

Practice Clinical System (Emis) to manage and record patient appointments, inputting patient registration data, accessing patient data as necessary and when undertaking audits.

Fax and photocopying machines.

The receptionist is responsible for, in concert with others, maintaining the accuracy of the Practice’s Clinical System (Emis).

**Assignment of work**:
The post-holder’s work assignment is determined by the requirements of the Practice, GP Partners, the Practice Manager and the patients.

The Reception Supervisor provides immediate line-management for the receptionist. The receptionist will take instruction on a day to day basis from the Reception Manager. However, the receptionist is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Reception Supervisor. The receptionist work is formally reviewed by annual appraisal

The receptionist must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.

**Decisions & judgements**:
The receptionist is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:
- Establish and maintain effective lines of communication with the GPs and Reception Supervisor.

Communicating clearly and effectively with staff to aid the smooth running of the Practice.

Responding to requests or queries for support as they arise in an appropriate and timely manner.

Prioritising workload and requests for support.

Making the most effective use of resources available.

**Most challenging part of the job**:
Managing the many conflicting priorities that the post requires.

Ensuring clear protocols for the prioritisation of work.

Providing and maintaining a professional and effective dialogue with patients.

**Communication and relationships**:
Internally with the GPs, Practice Manager/Reception Supervisor and colleagues to help ensure that practice aims and objectives are met.

Internally and externally with colleagues, healthcare professionals and others within the Primary and Secondary Care sectors with regard to the needs of the Practice and the needs of patients registered at the Practice.

Externally with patients registered at the Practice.

**Job Type**: