Medical Receptionist

Job summary

Dr Mirza & Partners has a vacancy for a part-time Medical Receptionist (20 hrs p/week Mon, Tues, Thurs & Fri 8am-1pm) who is enthusiastic, highlymotivated with excellent organisation skills to join our friendly, forwardthinking team.

Main duties of the job

Our ideal applicant is enthusiastic,hard-working, and must be able to demonstrate excellent communication skills.You will possess good organisational skills and be able to multi-task in a verybusy environment. A background in Primary Care or NHS administration isdesirable though not essential as training and support will be available forthe right candidate.

About us

A GMS practice based in Bolton within a purposebuilt (NHS Owned) property.

The practice team comprises of GPs, Physician Associates, Nursing team, PCN Workforce ARRS staff and a supportive admin/management team.

Our practice is proud to be a regular high QOFachiever, who has also been rated overall Good by CQC.

Registered a list size of 7400 patients and ourclinical system is SystmOne TPP.

We are a medical student training practice workingwith University of Manchester and Kings College London.

Our practice location benefits from being close tomotorway network with onsite parking.

Job description

Job responsibilities

Main Responsibilities:

Reception Duties - Overview

Totake personal responsibility for ensuring that you are aware of the staff rotaincluding doctors/nurses.

Tokeep up to date with changes by examining Tasks and Notifications

Ensurethe efficiency of the appointment system and monitor flow of patients intoconsulting rooms and treatment rooms.

Ensurethat patients without appointments but who need urgent consultation are seenin a logical and non-disruptive manner.

Explainpractice arrangements and formal requirements to new patients and those seekingtemporary cover, ensuring procedures are completed.

Advisepatients of relevant charges for private services, accept payment and issuereceipt (if required) for the same. Maintain petty cash records.

Respondto all queries and requests for assistance from patients and any othervisitors.

Enterrequests for home visits onto the visit screen according to practiceprocedures. Refer to the duty Doctor if necessary.

Assistwith processing repeat prescription requests when required.

Checkall sample bottles contain patient names and envelopes are sealed.

Actionrequests for ambulance transportation.

Ensurereception and waiting areas are kept neat and tidy.

Managementof appointment system

Beable to demonstrate the ability to use the practice computer appointmentssystem in the following way:

Ensure total familiarity with the appointmentsystem.

Always offer the next available appointment withthe preferred Doctor or the next available appointment.

Monitor effectiveness of the system and reportany problems.

Making routine appointments with doctors, nursesand clinicians.

Be aware of the various range of services thepractice provides and have the ability to make the appropriate appointment.

Cancelling appointments.

Checking patients in on arrival at the surgery.

Ensuring the doctors/nurses aware of patientswith special needs deaf or blind

Being able to direct patients to the appropriatehealth care professional for telephone triage and log the patients requestonto the computer appointment system recording information as per practiceprotocol.

For all appointment requests ensure thatpatients records are made available to the appropriate health care professionalif necessary.

Dealing with Requests for Home Visits

To be able to demonstrate how homevisits are dealt with:

Accurately record request for home visit ontothe computer system as per practice policy.

Extracting patients notes from the filingsystem with a home visit computer print out.

Bringing any emergencies to the attention of thedoctor as per practice protocol.

In the event of request for a late visit beaware of the doctor on call and notify appropriately.

Deal with Patient Requests forRegistration as per Practice Protocol

Demonstrate the ability to ensure that:

Practice arrangements and formal requirementsare explained to patients requesting registration.

They are given an invitation for a newregistration check.

They are given a practice leaflet.

Preparation of consulting rooms

Check that the full range of forms are available including Fit to work notes and prescriptions.

Operation of telephone system

Demonstrate the ability to:

Ensure confidentiality is maintained whilst receiving and making telephone calls by demonstrating the ability of putting the caller on hold Receive and make calls as required in a quiet, courteous and efficient manner and try and offer help to patients at all times. Divert calls and take accurate messages for the most appropriate member of the practice. Ensure that the system is operational at the start of each day and switched over to the night service at the end of each day

MessageTaking and Liaison

Demonstrate the ability to:

Liaise with secondary care services and the CCGto take messages and pass them on the relevant person concerned as per practiceprotocol.

Receive and respond to routine and non-routinerequests for assistance from patients, carers and others.

Advise patients of relevant charges for privateservices, accept payment and issue receipts for the same.

Repeat prescriptions

To understand the repeat prescription system in order to resolve any queries Prepare repeat prescriptions for signing by the doctor Check for correct name and address and doctor signature before handing to patient.

Management of medical records

Ensure that the tracer card is dated and noted when a file is retrieved. Ensure that records are available for doctors in instances of an urgent consultation. Retrieve and re-file records as required, ensuring that strict alphabetical order is adhered to. Ensure correspondence, reports, results etc are passed to the appropriate doctor or prepared for scanning

Ensurethat records are kept neat and tidy and in good repair with all the necessaryinformation recorded correctly on the outer cover.

That new patient records received from PCSE areneat and in chronological order.

Be aware of the importance of maintainingaccurate medical records in terms of effective patient care and to fulfil legalrequirements.

Administrativeduties

Openand distribute incoming mail. Questionnaires and forms that require completionshould be placed in the appropriate doctors box. Other clinical correspondenceshould be placed in the clinician not seen tray for scanning.

Know how to use the practice systems to receive and transmit information electronically including email and text messages. Responsible for ensuring appropriate claims are passed to the appropriate person Photocopying as required

Processingand sending letters to patients by looking at the recall reports.

Scanning/coding Relief Secretary as required

Ensure path lab results are received via thelink and posted to appropriate clinician

Deal with annotations from the cliniciansregarding the path lab results and ensure that patients are notified whereappropriate by email or telephone. Once the patient is informed mark the resultas appropriate.

Administer the photocopying of patients medicalrecords at the request of Solicitors under the Access to Medical Records Actand or Consultants at their request

Computer System

Know how the practice computer is usedon a day to day basis by receptionists to input, locate and retrieve dataincluding:

Retrieve patient details by name, DOB, addressor NHS number.

Being able to change patient registration details.

Recording of contacts with patient either bytelephone or letter as per practice protocol.

Recording of ambulance requests.

Be familiar with and understand the relevantelements of the computer clinical systems reminders, summary screen,clinical notes, repeat prescriptions and test results.

Toprocess referrals on the Choose and Book software providing appropriateinformation to the patient.

Ensure that all relevant information isaccurately entered onto the computer system in accordance with all practiceprocedures.

Ensure strict adherence to all computer securityprocedures.

Special Duties

Act as a chaperone when required

Any other delegated duties considered appropriate to thepost.

Special requirements of the post

Excellent communication skills An ability to use own judgment, initiative and common sense in response to patient requests. An understanding, acceptance and adherence to the need for strict confidentiality and compliance to The Data Protection Act Keyboard skills and computer literacy The ability to work as a team member or to work alone from time to time.

TRAINING REQUIREMENTS:

Knowledge of Patient Confidentiality

New Receptionist Course

Basic Medical Terminology

Basic Read Code

CPR Update

Participate in practice in house training usingthe Blue Stream Academy Software

Confidentiality

a) Non-Disclosure: Subject to the necessary sharing of information with other healthprofessions, you are required to preserve the confidentiality of patients. You are required to adhere to your professionalcode of conduct in relation to patient confidentiality. This is in conjunction with PracticesConfidentiality Policy. A breach of thisPolicy may be grounds for your dismissal. This duty to maintain confidentiality applies both during and after youremployment with us. A breach ofconfidentiality while you are employed with us may lead to disciplinary actionbeing taken against you. Aftertermination of employment a breach of confidentiality by you will render youliable to legal action. This does notaffect your statutory rights under the Public Interest Disclosure Act 1998.

b) Papers and documents: You must return to us all documents, forms,papers and other records, relating to your employment with us, together withall tapes, discs, keys and computers, immediately on the termination of youremployment and you must sign an undertaking that all such property has beenreturned.

Person Specification

Qualifications

Essential

Evidence of good GCSE qualifications Keyboard skills

Desirable

Educated to AMSPAR level/Customer Care qualification. ECDL qualification A levels

Experience

Essential

Reception/clerical experience with a Primary Care Setting or similar Telephone skills

Disposition/Attitude/Physical

Essential

Good general health. Clean and tidy appearance. Clear speech. Ability to work alone or as part of a team. Self motivated. Ability to cope with stress and pressure from patients and doctors Friendly & Outgoing. Patient orientated.

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