Objectives Provide a point of contact for patients and all other visitors to the practice. Act as a focal point of communication between patients, doctors, and other medical staff. Major Duties and Responsibilities Reception Duties Apply an efficient appointment system to monitor flow of patients into consulting and treatment rooms. Apply an appointment system for patients without appointments who need Urgent Consultation. Ensure arrangements and formal requirements are explained and completed in respect of new patients and those requiring temporary treatment. Administer arrangements for private services, receive payments, and issue receipts. Respond to all queries and requests for assistance from patients and other users of the Practice in line with the Practice Charter. First contact for any complaints is the Senior Member of the reception team. Administer the home visit system. Ensure that all repeat prescription requests are actioned within 48 hours. Action requests for transportation. Ensure patient waiting areas, reception and medical areas are kept clean and tidy. Management of Appointment System Ensure full familiarity with all appointment systems currently in effect, including regular and incidental variations. Book appointments and recalls on computer as required ensuring sufficient information is recorded to retrieve medical record. Monitor effectiveness of the system and report any problems or variations required. Management of Medical Records Ensure all records are accurately assembled in advance for each consulting session (if required). Ensure correspondence, results, and reports are filed in accordance with current procedures. Ensure that records are available for the Doctors in instances of urgent consultation. Retrieve and re-file records as required, adhering to strict alphabetical order. Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover. Preparation of Consulting Rooms Ensure that the consulting rooms are checked at the end of each surgery to ensure that any medical records are returned for filing and the rooms left tidy and secure. Operation of Telephone System Receive and make calls as required. Take messages and ensure such messages are passed to the correct person speedily and accurately. Ensure that the system is operational at the beginning of each day and switched over to night service and answer phone at the end of each day. Start and End of Day Procedures Open up premises and make all necessary preparations to receive patients and other visitors to the surgery. Secure premises at the end of each working day, ensuring the building is totally secured, internal lights turned off, and alarm activated. Tidy up consultation rooms and waiting area. Make sure cups used have been washed and put away. Other Requirements Comply with the Data Protection Act and PMS policy on patient confidentiality at all times. Adhere to the PMS policy on cultural awareness and equal opportunities. Adhere to the PMS policy on Health and Safety. Assist the clinicians with the implementation of the new GMS contract by providing administrative support as required. Any other responsibilities falling reasonably within the remit of the post.