Job Description
RECEPTIONIST
JOB DESCRIPTION
Reports to: Reception Supervisors
Job Summary
You will be responsible for the general reception duties within the Practice and work with our established processes, policies, and procedures to provide a comprehensive high-quality service and deal efficiently and courteously with patient enquiries in person and over the telephone.
You will receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way.
You will 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
General administration
- To have a thorough knowledge of all practice procedures
- Computer data entry, processing and recording information in accordance with practice procedures
- Cover sickness/annual leave and work reasonable overtime when required, including some weekends.
Reception
- Receiving patients, consulting with members of practice team
- Be able to cover all reception positions as necessary
- Taking routine messages and passing on information via task
- Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- Dealing with difficult patients face to face and over the phone
- Registration of new patients.
- Process patients name and address changes.
- Taking urgent calls from paramedics and knowing where to direct them
- Take calls from hospitals with urgent lab results
- Setting up patient online access requests
- Processing patient DNACPR forms, email to out of hours and scas
- Monitor reception email for online access, registrations, district nurse requests etc
- Liaise with patients via telephone, letter, or text message
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- Email or text sick notes to patients
- Help patients with the POD in reception
- Docman any urgent letters and BP results etc handed in by patients
- Action Emis tasks and Docman workflow
- Process diary for GP appointments
- Ensure that system is operational at the beginning of each day and switched over to night service and that the answer phone operational at the end of each day.
- Process patients name and address changes.
Appointment and system management
- Book/edit/cancel appointments/ full clinics and recalls ensuring sufficient information is recorded.
- Monitor effectiveness of the system and report any problems or variations required with Emis, the Surgery Pod, check in machine, System One, Docman, Accurx
- Arrange transport to hospital appointments for housebound patients
- Book urgent transport (ambulances)
- Booking and cancelling physio appointments using System One
Medical records management
- Have a basic working knowledge on how repeat prescriptions are issued in accordance with practice guidelines if required.
- Recognising and reporting significant events
Consultations and Room preparation
- Clearing and re-stocking of consulting rooms as required
- Consulting rooms prepared in readiness for each consulting session.
- Rooms are checked at the end of each consulting session and left tidy and secure.
- Allocate GP rooms for following week
Confidentiality
- Maintain confidentiality of information, always acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality.
- Maintain an awareness of the Freedom of Information Act.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
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Health & Safety
- The post-holder will manage their own and others’ health & safety and infection control as defined in the Practice’s Health & Safety Policy, the Practice Health & Safety Manual, and the
Practice’s Infection Control Policy and published procedures.
- Comply with Practice health & safety policies by following agreed safe working procedures
- Actively report health & safety hazards and infection hazards immediately
- Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.
- Undertaking periodic infection control training (minimum annually)
- Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.
- Correct personal use of Personal Protective Equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff, and patients.
- Hourly Wipe down of reception, waiting rooms and patient areas downstairs
- Reporting incidents using the organisations Incident Reporting System
- Using personal security systems within the workplace according to Practice guidelines
- Making effective use of training to update knowledge and skills
Equality & Diversity
- The post-holder will support, promote, and maintain the Practice’s Equality & Diversity Policy.
- No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
- The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.
Personal/professionalism development
- The post-holder will participate in any training programme implemented by the practice as part of this employment, with 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
Other delegated duties
This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.
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Job Type: Part-time
Part-time hours: 15.5 per week
Salary: £10.42 per hour
Benefits:
Schedule:
- Monday to Friday
- Overtime
- Weekend availability
Ability to commute/relocate:
- Stubbington: reliably commute or plan to relocate before starting work (required)
Work Location: In person
Application deadline: 11/08/2023
Reference ID: Receptionist
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