Job Description

Job Summary:

It is the responsibility of each receptionist to assist in the smooth running of the Practice in general, and the reception area in particular, and to project a positive and friendly image to our patients and other professionals who may contact us either in person or via the telephone.

To facilitate patients accessing the clinical care provided by the practice. To support the GP's and Nurses in providing that care. To act as first point of contact for anyone accessing the practice. Patients can access our services from 8am until 6.30pm

Job Responsibilities:

Medical Receptionist Duties

Assist the Reception Team with all clerical and administrative duties. Deal with the doctors' and patient enquiries, exercising initiative with regard to action necessary. Arrange appointments as requested, including private appointments, minor surgery etc. and take messages when appropriate. Deal with any telephone enquiries and always answer the telephone with a polite and professional manner. Receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. Prioritise all correspondence. Enter request for prescriptions onto the computer system and ensure they are processed. Communicate and liaise between all disciplines of staff. Perform any reasonable administrative tasks as requested. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. File patient records and correspondence in patient medical records. To maintain the clinical computer system in an accurate and secure manner. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinical system in an accurate and secure manner. To assist with the gathering of statistics and information when required. To provide cover for members of the secretarial team during periods of sickness and annual leave. In liaison with the person responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties. To receive and dispatch mail and maintain a pending system.

Coding of Clinical Information

Ensure clinical information is accurately coded to the patients records To support the Clinical team in the delivery of safe and efficient document management systems of patient medical records. Inputting patient information into the clinical medical systems. Coding electronic and paper related correspondence and results, accurately and consistently. Effective use of anatomical and physiological terms and knowledge to find relevant codes and link problems. Checking patient tasks and taking action to complete as required. Processing of email correspondence. Control all patient files and related admin to required quality standards and in line with information governance, GDPR and DPA regulations. Maintain accurate records

General administrative duties

Provide administrative support to members of the team in the following areas ensuring appropriate Practice records are kept up to date Pathology results Open post and ensure receipt of patient specific reports and medical requests are entered on the clinical database Ensure email requests from the generic email account are actioned in a timely manner.

Manage patient communication

Scan all patient information onto the clinical records and file the information using the DOCMAN database Ensure all scanned information is sent to the appropriate Clinician Ensure all actions which are received by a Clinician are dealt with in a timely manner.

Maintain, update and monitor computerised patient registration

Ensure all new registrations are entered onto the database Update the database for all patient change of registration status as notified Ensure all transfers off registration database are effected as and when applicable Monitor accuracy of registration database as required producing any necessary reports as required

Management and Summarisation of Patient Notes

Sort patient records and letters in preparation for summarising Review medical records and ensure electronic summary accurately reflects the patient's medical history. Read Coding the information or the previous summary into the Practice clinical system Auditing data collection standards in the Practice Monitoring progress of notes summarising against Practice targets Monitoring patient call and recall systems Filing and retrieving paperwork

Management of medical records

Ensure that records are available in the instances where paper records are needed Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to Ensure correspondence, reports, results etc. are filed in correct records Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover

Other tasks

To keep the IT Manager and/ or Practice Manager informed of any matters arising or problems / potential problems. To undertake any other tasks to effectively manage patients as delegated
To undertake any other tasks as delegated

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this , the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential 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

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the Practice Health & Safety Policy, to include:

Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, 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

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members Communicate effectively with patients and carers Recognize people's needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services:

The post-holder will:

Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate
Job Type: Part-time

Pay: 12.21-13.00 per hour

Education:

GCSE or equivalent (preferred)
Experience:

Medical Receptionist: 1 year (preferred)
Work Location: In person