To respond to all queries and requests for assistance from patients and visitors at reception, ensuring that enquiries from patients are efficiently and courteously handled. To ensure that telephones are answered promptly and politely, accurate messages taken, and calls passed to the appropriate person as necessary, supplying information as required in a timely fashion.
To ensure that scanning, filing, record keeping, and distribution of documents are undertaken efficiently and promptly. To ensure that the waiting area and leaflet stands are kept tidy, leaflets are re-stocked or removed as required, and deliveries of stock are checked and put away as needed.
Use the surgery computer system for appointments, patient data, repeat prescriptions, and other patient-related tasks. Greet patients and log arrival on the computer/show patients how to use the automated booking-in service. Collect any necessary information from the patient for their consultation, deal with any enquiries, and provide any information the patient may need. To send out recall letters for chronic disease quality marker clinics in line with the requirements of the GP Contract.
Record requests for house calls, ensuring accurate details are taken and print off visit summaries. To frank mail and prepare for posting daily, dealing with incoming mail as required, including date stamping. To file all correspondence in appropriate files daily. To prepare acute/repeat prescriptions for GP signature, ensuring the correct name, address, and date of birth of the patient.
To assist with new patient registrations, inputting their necessary data onto the computer, and making up new files/amalgamating and processing amendments to patient records. To book interpreters as required for patients and advise whether the request has been completed. To ensure the prompt return of files on a weekly basis to the Business Service Organisation (BSO), ensuring that a printed summary/scanned images are included before returning patient files to BSO.
To carry out routine daily backups of the computer system. To advise patients of relevant charges for private services, accept payment, and issue receipts if necessary. To photocopy and fax information when required, ensuring photocopying is kept up to date at all times. To cover duties of absent members of staff as required, including cover during tea/lunch breaks at reception.
To send out DNA letters to patients. To act as chaperone when requested and print off smear forms for the patient/check patient-specific directives (PSD). To attend staff meetings as required and participate fully in the annual staff appraisal. Any other clerical/reception duties as deemed appropriate and requested by senior receptionists or line managers.
To be flexible in the workplace in terms of hours worked as needed and be prepared to work across sites. To operate start and end of day procedures in line with practice policy and ensure premises are prepared for staff to receive patients and secured after use. To provide an efficient audio/copy typing service for GPs and health professionals as required, including the typing of letters, reports, patient referrals, and liaising with organisations relating to patient matters in an accurate and quality manner.
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