Medical Receptionist

Picton Green Family Practice

**JOB TITLE: Medical Receptionist/Administrator**

**REPORTS TO: Practice Manager : Deepa Busam**

**HOURS: 30 hours per week**

**Job Summary**:
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

Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team

**Responsibilities**:
**Administration**
- To have a thorough knowledge of all Practice procedures.
- To work in accordance of written protocols
- Sort post internal and external received into the practice daily
- Pulling/filing notes for surgeries and update as necessary
- Maintenance of patients' notes including starting a new wallet when required and dividing the contents in a logical manner
- Filing post in medical records
- Fax and photocopy as requested

**Administrative support**
- Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- Clearing and re-stock consulting rooms as required
- Providing clerical assistance to Practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
- Ordering, re-ordering and monitoring of stationery and other supplies
- Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

1

Picton Green Family Practice
- Provide administrative support to members of the primary health care team in the following areas ensuring appropriate Practice records are kept up to date
- Cytology
- Pathology results
- Immunisation recalls (excluding childhood immunisations)
- Summarising hospital records
- Meeting minutes

**Reception**
- Receiving patients consulting with members of Practice team
- Handing completed repeat prescriptions to patient and checking names and address.
- Taking messages and passing on information
- Be able to cover all reception positions as necessary

**Appointments**
- Process appointment requests for today future appointments from patients by telephone and in person.
- Deal with visits requests

**Computer**
- Registrations of new patients - computer data entry and medical records.
- Process patients change of address - computer data and medical records

(have knowledge of Practice area.
- Process repeat prescription request in accordance with Practice guidelines.
- Scanning into clinical system
- Choose & Book
- Summarising medical records within identified timescales
- Periodically checking the fax to make sure it is operational and has an adequate paper supply before leaving in the evening

**Telephone**
- Have working knowledge of telephone/bleep system, during and after hours.
- Cover for telephonist when necessary

**Other Tasks**
- Clearing and re-stock consulting rooms as required
- Ensure building security - have thorough knowledge of doors/windows/alarm.

2

Picton Green Family Practice
- Make coffee for doctors
- Any other tasks allocated by managers

**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, the post
- holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare 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
- Identifying 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
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and fr