Receptionist/administrator (Part-time)

**LONG HOUSE SURGERY**
**Job Description - Medical Receptionist**

**JOB TITLE: RECEPTIONIST**

**RESPONSIBLE TO**:Practice Manager/Senior Receptionist

**RESPONSIBLE FOR**:N/A

**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**

**1. **Greet patients and visitors to the practice.

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

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

Receive and accurately record requests for home visits, assessing urgency in accordance
**4. ** with the Practice’s protocols. Print off home visit summary sheets.

**5. **Ensure computerised appointment system is up-to-date.

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

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

**8. **Set-up of new patients onto the computer system.

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

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

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

**12. **Ensure reception and waiting areas are kept neat and tidy

**13. **Re-stocking of information leaflets as appropriate

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

**15. **Undertake administration tasks as allocated on rota organised by Senior Receptionist.

Action start and end of day procedures ensure answering machine service for out of hours
**16. **information is directed appropriately - switched to answer machine at close of business each day.

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

**18.**

Send faxes as required.

**19. **Regularly check message column on Vision to check all messages have been actioned.

Maintain deceased board (manual and electronic). Advise Health Board of deceased patients
**20. ** using Vision.

**21. **Amalgamation of new patient records.

**22. **Check fridge daily for lab specimens.

This job description is not exhaustive and may be adjusted periodically after review and
**23. **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
**24.**

Procedures.

Updated Dec 2012

**EQUIPMENT, MACHINERY & SYSTEMS**

Personal Computer system including internet activity which is utilised as a means of
**1. **communication both internally and externally

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

**3. **Fax and photocopying machines.

The post-holder is responsible for, in concert with others, maintaining the accuracy of the
**4.**

Practice’s Clinical System (Vision)

**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 Practice Manager provides immediate line-management for the post-holder. The post holder will take instruction on a day to day basis from the Senior Receptionist. However, the post-holder is expected to be self-directed and self-motivated using their own initiative

and requiring minimum input from the Practice Manager. The Post-holder’s work is formally reviewed by annual appraisal.

The post-holder 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 post-holder 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:

- Establishing and maintaining effective lines of communication with the GPs and Practice

Manager.
- 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
- timeo