Receptionist

NEWLAND SURGERY JOB DESCRIPTION & PERSON SPECIFICATION JOB TITLE RECEPTIONIST RESPONSIBLE TO PRACTICE MANAGER MAIN PURPOSE OF THE POST To provide Doctors and Patients with a regular efficient service. To ensure Confidentiality is observed at all times. To ensure Practice Policies & Procedures are carried out. MAIN RESPONSIBLE AREAS OF THE POST Reception Duties Management of Appointment Systems Scanning GP Pathology Links Operation of the Telephone System Start & End of Day Procedures Repeat Prescriptions Other administrative duties Reception Duties Greet and assist patients and visitors promptly and courteously. Establish constructive working relationships with colleagues, primary health care team and visitors. Complete the Electronic Appointment Diary to ensure efficiency of appointment system and monitor flow of patients into consulting rooms. Ensure that patients without appointments but who need urgent consultation are seen in a logical non disruptive manner. Explain practice
arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed. Advise patients of relevant charges for private services, accept payment and issue receipts for same if required. Respond to all queries and requests for assistance from patients and other visitors. Enter requests for home visits into visit book stating time received and including all relevant information and where necessary refer to duty Doctor. Action request for ambulance transportation and enter details into appropriate book. Photocopy medical records at the request of external agencies. Ensure reception area and waiting areas are kept neat and tidy (including all stationary cabinets). Ensure adequate stationary and appropriate forms are available at all times. Management of Appointment Systems Ensure total familiarity with all appointment systems in effect including regular and incidental variations. Book appointments and recalls ensuring sufficient information is
recorded to retrieve medical record. Monitor effectiveness of the system and report any problems or variations required. Summarising / Coding and Scanning To scan all incoming and outgoing patient information into the electronic medical record as per practice procedure. To enter and code relevant medical information in patients medical record. GP Path Links Accessing and dealing with all work received through the GP Path Links as per practice procedure. Pathology links, registration links etc. To carry out audits as and when required by the practice. Operation of the Telephone System Receive and make calls as required. Divert calls and take messages as appropriate. Ensure that the system is operational at the beginning of each day and switched over to night service at the end of the day. Start & End of Day Procedures Open up the premises at the start of day, set alarm to day function and make all necessary preparations to receive patients. Secure premises at the end of each day.
Ensure that the building is totally secured, internal lights off and alarm activated. To test the fire alarm as per practice procedure. Repeat Prescriptions Receive patient requests for authorised repeat prescriptions whether in writing or verbally. Issue electronic repeat prescriptions as per practice procedure. Where information retrieved is incorrect or insufficient, ensure that the request for a repeat prescription is referred to the appropriate doctor for action. Provide the point of contact for patients with enquiries relating to repeat prescriptions and ensure follow up action is taken if the enquiry cannot be resolved immediately. Ensure that problems and queries regarding repeat prescriptions are brought to the attention of the appropriate Doctor and that follow up action is taken to resolve matters. Any other delegated duties considered appropriate to the post on liaison with you Special Requirements of the Post. An understanding, acceptance and
adherence to the need for strict confidentiality. An ability to use own judgement, resourcefulness, common sense and local knowledge to respond to patient enquiries and requests. Excellent communication skills.