Job summary
Tobe responsible for undertaking a wide range of reception duties and theprovision of general support to the multidisciplinary team. Duties can include but are not limited to, greetingand directing patients, effective use of the appointment system, bookingappointments, processing of information and assisting patients asrequired. To act as the central point ofcontact for patients, the distribution of information, messages and enquiriesfor the clinical team, liaising with multidisciplinary team members andexternal agencies such as secondary care and community service providers.
Main duties of the job
The following job description contains the core responsibilities of the receptionist. Theremay be on occasion, a requirement to carry out other tasks; this will bedependent upon factors such as workload and staffing levels.
About us
Shay Lane Medical Centre is situated in the leafy suburb of Hale Barns, Altrincham. Drs Cranston, Haslam & Connell's team consists of the three GP Partners, two Salaried GPs, two Practice Nurses, a Healthcare Assistant, two Phlebotomists, two Clinical Pharmacists, two First Contact Physiotherapists, a Mental Health Nurse, a Social Prescribing team, and a team of administrators, receptionists and secretaries who support the clinical team. Our mission is to provide a proactive and high standard of healthcare to our registered patients to improve their physical health and mental wellbeing. We aim to achieve this by seeking continuous improvement, providing safe clinical practice and accomplishing a stable and happy working environment for our staff.
Job description
Job responsibilities
The following are the core responsibilities of thereceptionist. There may be on occasion, a requirement to carry out other tasks;this will be dependent upon factors such as workload and staffing levels:Maintaining and monitoring the practice appointment system. Rescheduleclinics when instructed by the reception manager and/or practicemanager. Process personal, telephone and e-requests forappointments. Answer incoming phone calls, transferring calls or dealingwith the caller's request appropriately. Signpost patients to the correctservice. Initiating contact with and responding to requests from patients,team members and external agencies. Code clinical data in EMIS Web &Docman 10. Photocopy documentation as required. Data entry of new andtemporary registrations and relevant patient information asrequired. Input data into the patient's healthcare records asnecessary. Direct requests for information, SARs,insurance/solicitors letters and DVLA forms to the administration team. Manageall queries as necessary in an efficient manner. Monitor and action the reception and prescription emailinboxes. Process incoming repeat prescription requests and abide by thepractice's repeat prescription policy. Process incoming new and repeatprescription requests and abide by the practice's repeat prescriptionpolicy. Liaise with the practice pharmacist and doctors with prescriptionqueries. Carry out clinical system searches as requested. Carry outphlebotomy and chronic disease annual review patient recalls. To be namedadministrative lead for at least one chronic disease register and beresponsible for recalling and booking patient testing and annualreviews. Monitor submitted urine samples and follow the practice's urinesample protocol. Maintain a clean, tidy, effective working area at alltimes. Monitor and maintain the reception area and noticeboards. Support all clinical staff with general tasks asrequested. Monitor and maintain stationary stocks and report to the practice manager to order supplies. Partake in audit as directed by thepractice manager. Support administration staff, providing coverduring staff absences. Scanning of patient related documentation andattaching scanned documents to patients' healthcare records. Completeopening and closing procedures in accordance with the duty rota. Provide administrative support to seasonal vaccination clinics.
Person Specification
Skills, Personal Qualities & Other Requirements
Essential
1. Excellent communication skills (written and verbal). Strong IT skills. Clear, polite telephone manner. Competent in the use of Microsoft Office and Outlook. Effective time management (planning and organising). Ability to work as a team member and autonomously. Good interpersonal skills. Problem solving and analytical skills. Ability to follow policy and procedure. Polite and confident. Flexible and cooperative. Motivated. Forward thinker. High levels of integrity and loyalty. Sensitive and empathetic in distressing situations. Ability to work under pressure. Flexibility to work outside of core office hours. Disclosure Barring Service (DBS) check.
Desirable
2. EMIS Web user skills.
Qualifications
Essential
3. Educated to GCSE level or equivalent.
Desirable
4. GCSE Mathematics & English (Grade C or above). AMSPAR receptionist or administration qualification. NVQ Level 2 in Health and Social Care.
Experience
Essential
5. Experience of working with the general public.
Desirable
6. Experience of administrative duties. Experience of working in a health care setting.