Reception Supervisor

Job summary

:

Responsible for ensuring the smooth running of the reception area.

Job responsibilities:

Reception duties:

Answering the telephone, appointment booking, patient signposting and accurately conveying messages Accepting requests for repeat prescriptions, checking online and prescription box for repeat prescription requests and disseminating to all prescribers daily Sorting and date stamping the mail Actioning eConsult and email requests appropriately in-line with Practice policy Maintenance of patients' notes, updating address changes and ensuring Lloyd George packets are filed alphabetically Charging patients the appropriate amount for private work, providing a receipt to the patient and ensuring payment is allocated to the correct clinician Periodically checking the reception IT equipment to make sure it is operational and has an adequate consumables supply before leaving in the evening

Additional duties:

Arranging staff work rota Responsibility for organising cover for holidays, sickness absence and compassionate leave Participate in the provision of cover and support to colleagues as required Helping new reception staff and training/induction of new reception staff Overseeing weekly search of blood tests due, creating blood test forms and posting same Daily reallocation of digital medicines management requests, laboratory results, registrations and deductions Ensure appropriate records are maintained as directed by Line Manager Contribute to the ordering of stationery supplies and associated procedures Organise and chair Reception Team meetings (every 2 months), ensuring accurate minutes are taken and resulting actions completed Participate in Patient Participation Group meetings quarterly Annually participate in performance review/appraisal of reception team members Complaints in conjunction with the Practice Manager, respond to reception related complaints in accordance with the Practice Complaints Policy Participate in Significant Event investigations/reviews as required Contribute to the achievement of QOF targets by maintaining the patient database and using AccuRx/MJOG as instructed by Practice Manager

Confidentiality:

When 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, the practice health & safety manual, and the practice infection control policy and published procedures. This will 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, free from hazards Actively reporting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate Person Specification

Experience

Essential

General practice experience.

Desirable

Team leader experience Emis Web

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