Medical receptionist

WINDRUSH

SURGERY JOB DESCRIPTION JOB TITLE

MEDICAL

RECEPTIONIST MAIN PURPOSE OF POST

To provide a point of contact for patients and act as a focal point of communication between patients, doctors and other medical staff.

RESPONSIBLE TO

Reception Manager/Assistant Reception Manager MAIN DUTIES AND RESPONSIBILITIES OF THE POST 1. Reception Duties Greet patients and other visitors in a courteous, friendly manner, advising patients with appointments if the doctor/nurse is running on time Utilise and ensure efficiency of the computerised appointment system and book appointments ensuring sufficient information is recorded to retrieve the correct computer medical record Monitor flow of patients into consulting and treatment rooms, keeping patients informed of any change in circumstances, e.g. if the doctor has been called out on an emergency Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, completing registration procedures accurately and efficiently Respond to all queries and requests for assistance from patients and other visitors Explain the practice complaints procedure and provide all necessary written information to patients requesting same Explain the procedure for internet registration and action requests Enter requests for home visits into visit book, stating time received and including all relevant information, referring to Duty Doctor if appropriate. Print out appropriate computer patient summaries Ensure that requests for prescriptions are actioned according to the practice policy Action on-line requests for repeat prescriptions Ensure prescription security noting numbers and log in book when new prescription papers are in circulation Advise patients of relevant charges for private services, accept payment and issue receipts for same Ensure reception and waiting areas are kept neat and tidy. Check consulting rooms at the end of each session leaving them tidy and ensuring computer terminals are switched off Make drinks for doctors when requested. Sing for parcels received at desk and distribute to recepients ie nurses ,pm Keep reception tidy Monitor windrush medicnes e mail and deal with e mails in a timely manner When patients ring for normal results give information as written by gp and make note in patients record that results have been relayed Take money for medicals and or payments for reports letters or firearms certificate. Use sum up where possible . record each transaction on log sheet . Give receipt to patient 2. Management of Medical Records Ensure all records are accurately assembled in advance if required Retrieve and re-file records as required, ensuring strict alphabetical order Ensure correspondence, reports, results etc. are filed in correct record Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover. 3. Operation of Telephone System Receive incoming calls answering within 3 rings where possible. Divert calls and take messages as appropriate FILL OUT ACCURX TRIAGE FORM AND SEND FOR TRIAGE Ensure that telephone system is operational at the beginning of each day and be aware of how to over-ride the automatic night/morning/day messages as appropriate 4. Administration/Computer Input Ensure all paperwork and computer input is accurate Scan in information including correspondence, reports etc. into computer notes Complete the necessary forms for Disabled Car Parking requests 5. Start and End of Day Procedures (as and when appropriate) Open up premises at start of day, set alarm to day function, unlock the fire door and make all necessary preparation to receive patients Secure premises at the end of the day, ensuring internal lights are off and alarm activated. Ensure petty cash locked away and prescriptions locked away Restock clinical rooms paper in printers couch roll etc 6. Any other duties as may be requested by the Practice Manager, Reception Manager or Assistant Reception Manager which are considered appropriate to the post SPECIAL REQUIREMENTS OF THE POST 1. An understanding, acceptance and adherence to the need for strict confidentiality. 2. An ability to use own judgment, resourcefulness, common sense and local knowledge, to respond efficiently and sympathetically to patients enquiries and requests 3. Excellent communication skills 4. The ability to maintain a high degree of accuracy and competence in the performance of all administrative work. 5. The ability to work within the Primary Health Care Team and become an effective member of that team, having a flexible approach to working hours 6. An acceptance of the necessity to attend such training courses as may be deemed helpful for the continued execution of the duties of the medical receptionist 7. Willingness to attend Resuscitation Training on a regular basis (currently 3-yearly).