We are looking for a bright, enthusiastic part-time receptionist to join our busy forward-thinking team.
Main duties of the job
The ability to manage a busy and varied workload.
A knowledge of TPP SystmOne clinical system although training will be given.
A willingness to learn new skills and develop.
About us
We are a small, friendly, busy single-handed practice consisting of a Practice Manager, office manager, two receptionists, an admin assistant, a nurse, and a HCA.
Our patients are our priority and we pride ourselves on being helpful, open, and approachable both to patients and each other.
Job responsibilities
MEDICAL RECEPTIONIST JOB DESCRIPTION
JOB TITLE: MEDICAL RECEPTIONIST / ADMINISTRATOR
REPORTS TO: RECEPTION MANAGER / PRACTICE MANAGER
HOURS: As agreed
Job Summary: Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way.
Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
Job Responsibilities:
* Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
* Deal with all general enquiries, explain procedures and make new and follow-up appointments.
* Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
* Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
* Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
* Enter requests for home visits onto the Drs message board, ensuring careful recording of all relevant details.
* Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually.
* Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork.
* Advise patients of relevant charges for private (non-General Medical Services) services, accept payment, and issue receipts for same.
* Enter patient information on to the computer as required.
* Patient notes and correspondence (Paper and Electronic):
* Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to.
* Ensure correspondence, reports, results, etc. are filed into the patients' record promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.
* Ensure Lloyd George records are kept in good repair with all necessary information on the outside cover clearly visible.
* Make and serve refreshments, ensure the kitchen is kept clean and tidy and tidy the waiting room in turn with other staff.
* Premises:
* Open up the practice at the start of the day when first to arrive, and make all necessary preparations to receive patients.
* When last to leave at the end of the day, ensure that the surgery is totally secured, internal lights are off, and the answer phone is on night service.
* Ensure that all new patients are registered onto the computer system promptly and accurately.
* Undertake any other additional duties appropriate to the post as requested by the Doctor/medical staff or the Practice Manager.
Confidentiality:
* In the course of 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 organization. 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 authorized 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, to 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 and free from hazards.
* Reporting potential risks identified.
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 recognizes the importance of people's 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 which 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 team's 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 people's 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
Qualifications
* GCSE grade A to C in English and Maths.
* A knowledge of TPP SystmOne clinical system.
* Some experience of working with the general public.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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