Medical Receptionist

**Melbourne & Chellaston Medical Centre**

**Main Surgery: Chellaston Medical Centre, **Rowallan Way, Chellaston, Derby, DE73 5BG

**Melbourne Medical Centre, **Penn Lane, Melbourne, Derby, DE73 8EF

We currently have 1 vacancy, 18 set hours per week across both of our medical centres.

Monday, Tuesday and Thursday 12:30-6:30pm

**PREVIOUSLY UNSUCCESSFUL CANDIDATES NEED NOT REAPPLY**

**MEDICAL RECEPTIONIST JOB DESCRIPTION**

**Responsible to: Assistant Practice Manager**

**Accountable to: Practice Manager**

**SUMMARY**
This job description is not exhaustive & the Receptionist must be prepared to negotiate variations in the job description, dependent on responding to changes of the organisation & service. The post holder may be required to undertake other duties, in keeping with the reception/administrator role, as deemed necessary by the practice manager.

**JOB PURPOSE**:
To provide & maintain a high standard of reception & administrative support to the practice.
To treat every patient as an individual and to be courteous, helpful and accurate in communication and promote the corporate image of the practice.

**PRACTICE DESCRIPTION**:
Practice List size 15500

5 GP Partners
3 Salaried GP

We employ 29 staff:
Management 2
Nursing Staff 3
Health Care assistants 1
Administration/ secretarial staff 9
Reception staff 12

**KEY RESULT AREAS & MAIN RESPONSIBILITIES**

1. **Maintain the electronic appointments system**:

- Ensure the efficiency of the appointment system, according to practice guidelines.
- Manage the appointment system so that patients are able to see the appropriate clinician in appropriate time and manner.
- Ensure that patients without appointments, but who need to be seen urgently are seen in accordance with current protocol (Urgent Care Practitioners).
- Record home visits requests for GPs / district nurses.
- Process urgent house calls to the on-call Doctor, in line with practice protocol.

2. **Client care**:

- Meet & greet patients & visitors to the practice with courtesy and a smile; maintaining a professional corporate image at all times.
- Communicate with patients & the primary care team in a pleasant and helpful manner.

Respond to all queries and requests for assistance from patients and visitors.
- Answer telephone calls within 5 rings where possible and respond to queries promptly.
- Take messages and ensure that Information is passed on accurately and with the appropriate urgency.
- Monitor the flow of patients into consulting and treatment rooms; keeping patients informed, with apologies if necessary, of any possible delays in the appointments system.
- Explain Practice arrangements to new patients and temporary residents.
- Receive requests for repeat prescriptions and pass on for processing.
- Ensure samples received from patients are collected & handed to the courier each day.
- Ensure reception and waiting areas are kept clean and tidy.
- When required, Contact external Health Care providers for test results for Doctors and patients.

**3. Administration**:

- Retrieve and re-file records as required (including electronic patient records); making sure that all records are available for urgent consultations and visits.
- Open and organise the distribution of the post
- Maintain patient paper & computer records; including sorting, filing, scanning & copying.
- Collect and enter data on to the clinical system, using appropriate read codes.
- Ensure that all correspondence, reports and results are sorted in chronological order on day of receipt for scanning.
- Check all clinical rooms at the start/end of each surgery ensuring that they are kept clean and tidy, including bed rolls and computers are turned off/on.
- Check and stock up clinical rooms with appropriate forms/ stationery needed.
- Maintain stocks of stationery & patient information on reception - i.e. maternity packs, practice information leaflet, newsletter, appointments slips, new patient packs, etc.
- Recording all income & issuing receipts to patients.
- Update status board with births, deaths and admissions and record on EPR.

4. **Team work**:

- Work flexibly with colleagues to cover the opening hours of the surgery.
- Attend training sessions where relevant to work.
- Facilitate the communication between other members of the Primary Health Care Team.
- Open up the surgery in the morning including de-activating the alarm and preparing for the day’s work.
- Activate the surgery alarm and ensure the security of the building on leaving.

5. Ensure compliance with Data Protection & Caldicott requirements.

6. Any other duties as deemed necessary bearing in mind the ever-changing needs within the Practice. Including relief cover for other administration staff as required

**Communications**

**External Communications Internal Communications**

Patients Doctors
External NHS Staff Practice Nurses
Community Pharmacists, Opticians & Dentists Receptionists & administrative colleagues
Social Services and Local Author