To provide a point of contact for patients and act as a focal point of communication betweenpatients, doctors and other medical staff.
Responsible To: Lead Receptionist/Reception Manager
and/or Deputy Practice Manager
Major Duties and Responsibilities of the post:
1.
Reception Duties:
(i) Ensure that patients without appointments but who need 'urgent consultation' are seen in a logical and non-disruptive manner.
(ii) Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensuring procedures are completed adequately.
(iii) Advise patients of relevant charges for private services, accept payment and issue receipts for same.
(iv) Respond to all queries and requests for assistance from patients and other visitors.
(v) Enter requests for home visits into message book including all relevant information.
(vi) Enter daily messages into message book and send via internal e-mail where applicable, ensuring that all messages are adequately dealt with in a timely manner by the end of the day where applicable, if not, carry through to next day where appropriate.
(vii) Ensure that requests for prescriptions are actioned and sent to relevant collection point within 72 hours.
(viii) To ensure all correspondence is scanned in a timely manner.
(ix) Ensure reception and waiting areas are kept neat and tidy.
(x) To carry out own individual allocated tasks in a timely and appropriate manner. These may vary or change as & when necessary or appropriate.
2.
Management of appointment systems
(i) Ensure total familiarity with all appointments systems in effect including regular and incidental variations.
(ii) Book appointments and recalls ensuring sufficient information is recorded, where appropriate.
(iii) Monitor effectiveness of the system and report any problems or variations required.
3.
Management of medical records
(i) Retrieve and re-file records as required, ensuring that strict alphabetic order is adhered to.
(ii) Ensure correspondence, reports, results etc., are filed in correct record both manually and electronically.
(iii) Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.
4.
Preparation of consulting rooms
(i) Ensure that the consulting rooms are prepared in readiness for each consulting session, checking full range of forms and requirements and re-stocking as required.
(ii) Ensure that the consulting rooms are checked at the end of each consulting session and left tidy and secure.
5.
Operation of telephone system
(i) Receive and make call as required. Divert calls and take messages as appropriate.
(ii) Ensure that system is operational at the beginning of each day and switched over to lunch/night service answer phone when appropriate.
6.
Start and end of day procedures
(i) Open up premises at the start of day, set alarm to day function and make all necessary preparation to receive patients
(ii) Secure premises at end of day, ensure the building is totally secured, internal lights off and alarm activated.
7.
Any other delegated duties considered appropriate to the post.
Special requirements of the post
(i) An understanding, acceptance and adherence to the need for strict confidentiality.
(ii) An ability to use own judgement, resourcefulness, common sense and local knowledge, to respond to patients' enquiries and requests.
(iii) Excellent communications skills.
The post-holder must act in such a way as to promote a positive image of The Mote Medical Practice at all times. This job description is not conclusive and will be regularly reviewed with the post-holder.