Job Description

DALHOUSIE MEDICAL PRACTICE

JOB DESCRIPTION

POST: Medical Receptionist

REPORTS TO: Team Leader and/or Practice Manager

TENURE: Permanent, part time

HOURS: 19.5 hours per week (37.5 hours FTE)

08.30 to 18:00 Mondays

13.00 to 18.00 Tuesdays

13.00 to 18.00 Fridays

SALARY: 12,791 pro-rata based on 19.5 hours (24,598 if FTE)

HOLIDAYS: 28 days per calendar year, plus

8 public holidays pro rata

LOCATION: Dalhousie Medical Practice, Bonnyrigg Health Centre

1. JOB PURPOSE

To provide high quality and professional reception and administrative service to patients, doctors, staff, health service professionals and others To provide high quality support in the daily running of the reception team and the wider
Practice team as an individual and as a team player

Using your own initiative and judgement, work effectively in often complex and unpredictable situations Use own judgement and resourcefulness to respond to enquiries in a timely manner, particularly in assessing degree of urgency, and triaging enquiries in the appropriate manner.

2. ACCOUNTABILITY

The post holder reports to the Team Leader and is ultimately accountable to the Partners.

The post holder takes decisions to ensure the smooth running of the reception service as per Practice protocols The post holder will be part of a small team, but often requires working alone which requires a high level of initiative and decision making within limited parameters.

3. KEY RESULT AREAS

I. Reception Duties:

To provide a full reception service to the public and NHS professionals within and beyond the Practice Respond to all queries and requests - in person, via email or by telephone - in an efficient and professional manner, answering general enquiries and explaining
Practice procedures

Effective deliver the Practice appointment system, including regular and incidental variations, and report any problems Receive and accurately record requests for home visits, assessing urgency in accordance with Practice protocol Ability to manage time effectively and prioritising workload to meet competing demands.
II. Administrative and Clerical:

To undertake all necessary office administration to ensure the smooth running of the
Practice office and reception team, ensuring patient records are accurate, up-to-date and made available to clinicians as needed

Ensure that appropriate correspondence, reports, results etc are recorded, actioned and stored in accordance with Practice protocol and GDPR, and in a timely manner Respond to requests for access to medical records, reports etc. in accordance with the Access to Medical Records Act and Access to Medical Reports Act Provide support to the Team Leader through maintaining office procedures, responding to requests in a timely manner, adhering to practice policies so that the practice is seen in a professional manner.
III. Communications:

Provide excellent communications - verbal and written - to all internal and external customers of the Practice Provide high quality customer service to the public and internal colleagues, remaining calm under pressure Ensure all Practice incoming and outgoing information is completed appropriately, in a timely manner and dealt with sensitively, always considering GDPR regulations Ability to communicate with people at all levels in a polite and constructive manner with due regard to confidentiality Make appropriate use of all methods of communication available within the Practice, e.g., face to face, telephone, fax, email, written etc Effectively interpret the Practice protocols so that you understand when you need to direct an enquiry to a clinician or non clinician, always seeking the appropriate guidance and advice where appropriate.
IV. Information Technology and Security:

Follow a variety of clinical systems administrative processes through to completion to ensure that patients are contacted for follow up support such as cervical smears, repeat prescribing, other health recall systems and audit Work to achieve a good standard of knowledge of the practice IT systems - Microsoft
Office, Vision, Docman, etc.

Be aware of computer protocols and always ensure compliance so that information is handled sensitively and securely Input patient data to, and access patient data from, the computerised appointment and patient database - Vision - in accordance with Practice protocol Undertake all routine duties and respond to all unexpected situations with due consideration of Practice protocols for Practice security and of priority situations Be responsible for opening and closing premises including activating alarm system and telephone answering service, if required Carry out duties laid down as per Health and Safety regulations.
V. Teamwork:

Be a support colleague to the Practice staff at all levels, demonstrating excellent team working Provide peer support and help as appropriate to ensure the efficient discharge of all reception duties Have a responsible and flexible approach to duties and availability Participate actively in training, meetings, Practice and personal development.

4. EXPERIENCE, QUALITIES AND QUALIFICATIONS SOUGHT

Key Criteria Essential Desirable

Qualifications and Education to Standard Grade or NHS related training
Training above

Secretarial Training

Experience and Recent experience of reception Previous NHS or General
Knowledge and/or office related work Practice experience

Good understanding and Knowledge of Docman and knowledge of Microsoft Office Vision applications
Medical Terminology
Good customer service knowledge and experience

Dealing with the public both face to face and by telephone contact

Experience of basic computer skills

Maintain confidentiality and ensure compliance to policy and procedures

Key Personal Attributes Excellent attention to detail
/ Characteristics

Excellent organisational skills

Excellent communication skills

Good listener

Ability to work under pressure

Team player

Approachable, friendly and polite

Flexible and able to adapt to changing circumstances

Excellent time management skills

Interests Sociable nature Interests in local community

Job Type: Part-time

Pay: 12.58 per hour

Expected hours: 19.5 per week

Benefits:

Company pension
Education:

GCSE or equivalent (preferred)
Experience:

Administration or Receptionist: 1 year (required)
Work Location: In person