Medical Receptionist

**Main purpose of post**:
To provide a point of contact for patients and act as a focal point of communication between patients, doctors and other medical staff.

To represent the practice to all patients and visitors to the practice.

To play their part in patient welfare by keeping medical records up to date at all times.

To carry out administrative functions to support patient care

**Reception Duties**:

- Book appointments in accordance with practice policy. Have thorough knowledge of practice’s appointment system. Report any problems about system to reception manager/practice manager.
- Explain practice arrangements and formal requirements to new

patients and those seeking temporary or immediate care.
- To present a professional image to all visitors to the practice at

all times.
- To answer incoming calls on appointment line in a pleasant, friendly

and professional manner.
- Providing prescriptions to patients or their representatives in accordance with practice policy.
- Register new patients/temporary residents/immediately necessary

treatment patients in accordance with practice policy in advance

of their booked appointment.
- To make outgoing calls according to practice policy, working to

confidentiality guidelines.
- Informing patients calling into the practice of their results, according

to practice policy.
- Respond to all queries and requests for assistance from patients

and other visitors.
- Ensure reception and waiting areas are kept tidy.

**Start and end of day procedures**:

- Open up premises at start of day, turn off intruder alarm and make

all necessary preparations to receive patients.
- Secure premises at end of day, ensure the building is completely

secured, internal lights off and alarm activated.

**Operation of telephone system**:

- Receive and make calls as required. Divert and transfer calls as

required and in accordance with practice policy.
- Ensure that the system is operational at the beginning of each day

and switched over to night service and answerphone operational

at the end of each day.
- Enter telephone consultations accurately and appropriately into the

appointment system.

**Issuing of prescriptions**:

- Work to practice policy in producing patients’ prescriptions
- Ensure that all prescriptions are put in correct places for picking up

etc.
- Ensure that all prescriptions leaving the practice are signed.
- Inform patients/other staff of protocols around controlled drug

prescriptions and private prescriptions.

**Information Technology**:

- To observe the restraints of the Data Protection Act 2018
- To access computer records when essential to your job
- To be able to insert new ink cartridges, load paper and remove

paper jams.
- To understand how the clinical software system operates and how to enter patient data.

**Administrative duties**:

- Produce patient prescriptions according to practice policy
- Alter patients’ personal details on computer and manual records.
- Enter details of patients’ out of hours consultations on clinical system.
- Manage pathology links dealing accurately and efficiently with results.
- To receive and distribute post from internal and external sources.
- Scanning of patient correspondence
- Handling invoices/payments for medical reports and medical records
- File and retrieve medical records

**Confidentiality**:

- In the course of seeking treatment, patients entrust with us, 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 duties outlined in this job description, the post holder may have access to confidential information relating to patients and their carers and other health care workers. They 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 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 & Safety**:
The post holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, to include:

- Using personal security systems within the workplace according to

practice guidelines.
- Identify the risks involved in work activities and undertaking such

activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills.
- Maintaining work areas in a tidy and safe way and free from hazards.

**Equality & Diversity**:
The post holder will support the equality, diversity and rights of patients, carers and colleagues to include:

- Acting in a