Medical Receptionist

JOB

DESCRIPTION JOB DETAILS Job Title

Medical Receptionist Location

Ixworth Surgery Reports to

Operations Manager Working hours

20 - 25 Hours per week JOB SUMMARY The post-holder will provide a caring, friendly and efficient service as the principal point of contact for the practice. They will act as a focal point of communication between patients, doctors and all members of the Primary Health Care Team. MAJOR DUTIES

AND RESPONSIBILITIES OF THE POST

1. Reception Duties 2. Management of Medical Records 3. Start and End of Day Procedures 4.

Other Delegated Duties SPECIFIC TASKS

1.

Reception Duties

i. To administer the appointment system, monitor the flow of patients into the consulting and treatment rooms and maintain observation of the waiting area ii. Ensure that patients who need an urgent consultation are seen according to the practice protocol iii. Receive, make and divert calls as required and take messages, logging call times and details iv. Explain practice arrangements to and register new patients in the proper manner ensuring that all administration is completed in order to formally register the patient v. Advise patients of charges for private services, accepting payment and issuing receipts as appropriate and recording payments made and due according to practice protocols vi. Respond to all enquires and requests for assistance from patients and other visitors vii. Refer requests for home visits to the Duty Team following practice protocol viii. Pass any urgent matter to the relevant clinician. ix. Action requests for ambulance transportation and record details according to practice protocol x. Take messages for Doctors and staff when appropriate and ensure they are passed to the person concerned xi. Notify patients of test results and arrange follow up as appropriate xii. Ensure reception and waiting room are kept neat and tidy xiii. Try to ensure that the telephones are answered within four rings and that there is never a queue of patients awaiting attention at the front desk xiv. Participate in monitoring and restocking reception stationary xv. Support new members of staff during their probationary period ensuring that practice protocols/procedures are adhered to. 2. Management of Medical Records i. Ensure appropriate forms for the consultation are prepared ii. Pull relevant records for Doctors and Nurses in instances of an urgent consultation or telephone conversation by request iii. Retrieve and re-file records as required ensuring that the strict alphabetical order is adhered to iv. Ensure that correspondence, reports, results etc. are correctly filed according to practice protocol v. Ensure that records are kept neat and tidy and in good repair with all necessary information recorded on the outer cover vi. Assist with the sorting and tidying of new notes received from the health authority vii. Add information to the computer system and obtain information from it as required 3. Start and End of Day Procedures i. Open up premises at the start of the day, sign on the computers and make all necessary preparations to receive patients ii. Print off Out of Hours contacts and give to duty doctor. iii. Answer emergency phone and deal with call as necessary according to practice protocol iv. Ensure all trays in copier are topped up v. Secure premises at the end of the day ensuring that all computers are switched off, windows are closed, and front door is locked 4. Other Delegated Duties To undertake any other delegated duties reasonably considered appropriate to the post Special Requirements of the post 1. Smart, tidy appearance. Uniform is provided. 2. An understanding, acceptance and adherence to the need for strict confidentiality 3. An ability to use judgement, resourcefulness, common sense and tact to respond appropriately to the needs of the post 4. Excellent communication skills both face to face and on the telephone 5. A flexible approach to the position in order to provide support for other team members 6. Keyboard skills and PC knowledge 7. Preferably some previous administrative experience 8. Ability to ask for help and use the knowledge of the Senior Team for support 9. To be logical, self-motivated, resourceful and attentive to detail 10. Able to use own initiative Circumstances 1. Reliable 2. Able to be flexible if needed to work extra at other times Contraindications Being a patient with the Practice once employed Working conditions Pleasant, airy and modern purpose built premises Busy, friendly atmosphere Supervision from senior team Mainly administrative duties, much of which will be computerised Terms of service Salary dependant on experience Membership of the NHS Contributory Pension Scheme Salary paid monthly directly into bank account Annual leave 5 weeks pro rata per year plus Bank Holidays This job description is not intended to be exhaustive and may be amended to meet the future needs of the practice.