Job Description

The duties and responsibilities to be undertaken by members of the reception team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the partners, practice manager, assistant practice manager or lead receptionist, dependant on current and evolving practice workload and staff levels. Effectively greet patients and visitors attending the surgery in an appropriate and professional manner at all times Run the surgery appointment system efficiently to ensure patients are directed to the most appropriate healthcare professional and setting Communicate with patients, relatives and carers using all methods available including telephone, face-to-face, text messages and e-mails Process in person, by telephone and e-mail general enquiries ensuring accuracy of detail in all messages and ensuring these are actioned as necessary Action all practice tasks and workflow comments daily in accordance with the practice policy Explain practice procedures and arrangements for patients wishing to register either permanently or temporarily and ensuring the patients are residing within the practice boundary and appropriate documents are completed Registration of patients, both permanent and temporary, and ensure information entered onto system is correct Process deduction of patients and receipt of medical records for newly registered patients Liaise with hospital departments and consultants/secretaries for additional information and test results as required Action repeat prescription requests and ensuring they are ready for collection by the patient within 48 hours Provide results of tests and investigations as requested and advised by the GP Inform patients of relevant charges for Non-NHS services, accept payment and issue receipts for same Update patient details to ensure correct and accurate details are held, i.e. correct address and telephone number Accurately scan and attach clinical and administrative information/correspondence onto patients records Ensure correspondence, reports, results etc are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to Issue correct and appropriate specimen containers and forms and ensure the correct information is obtained and completed on return of the specimen Raise service requests with members of the wider healthcare team including District Nurses, Health Visitors, Community Matron, Palliative Care Nurses and other services Maintain supplies of stationery in consulting rooms and reception area Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients Ensure all practice computers are switched on/off at the beginning and end of each day When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated Ensure that the reception area is tidy at the end of each surgery session in preparation for incoming colleagues Organise the reception and waiting areas maintaining a tidy work area and a professional appearance of patient leaflets and notice boards Provision of refreshments as required, keeping kitchen area clean & tidy and ensuring all dishes are washed Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager