Medical Receptionist

Medical Receptionist

Reference: HW-2160

Job Summary:

To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, processing of information and assisting patients as required. To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

Primary Responsibilities:

The following are the core responsibilities of the receptionist. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• Maintaining and monitoring the practice appointment system
• Process personal, telephone and e-requests for appointments
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Signpost patients to the correct service
• Initiating contact with and responding to, requests from patients, team members and external agencies
• Read code data on EMIS
• Photocopy documentation as required
• Data entry of temporary registrations, immediate and necessary and relevant patient information as required
• Input data into the patient’s healthcare records as necessary
• Direct requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team
• Process tasks on DOCMAN, EMIS and any other forms of workflow
• Workflow urgent results to the duty doctor
• Manage all queries as necessary in an efficient manner
• Carry out system searches as requested
• Maintain a clean, tidy, effective working area at all times
• Monitor and maintain the reception area and notice boards
• Support all clinical staff with general tasks as requested
• Manage and monitor the reception emails and ensure all items are dealt with appropriately and in a timely manner
• Process repeat prescription requests ensuring they are processed efficiently and in a timely manner
• Opening of the post and placing in staff trays.
• Filing of patient notes
• Chaperoning where appropriate and have completed training
• Preparing New patient Packs
• Keep up to date with mandatory Training
• Booking of Interpreters to support patients at appointments
• Place samples in fridge and record in reception diary
• Any other duties as required

Secondary Responsibilities:

• Partake in audit as directed by the audit lead
• Partake is staff training days
• Provide cover during staff absences
• Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records and work flowing to an appropriate clinician/administrator
• Registering patients onto the clinical system and returning of notes including associated administration
• Book clinics and administer patient loan equipment including uploading of results
• Complete opening and closing procedures in accordance with the rota
• Monitoring of stationery supplies and informing Office Manager when stocks low

Person Specification (essential criteria):

• Educated to GCSE level or equivalent
• Experience of working with the general public
• Excellent communication skills (written and oral)
• Strong IT skills
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure
• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check