GP Receptionist

Job description

Job responsibilities

Role:

To provide a high quality, professional reception service to patients, doctors, staff, colleagues, health service professionals and others.

To act as a first point of contact for patients contacting the Practice and to portray the Practice in the highest possible professional basis

To ensure that enquiries from patients are efficiently and courteously handled to the mutual satisfaction of the partners and patients

MAIN RECEPTION DUTIES

Greet patients and visitors to the practice

Book in, amend and cancel patient appointment in line with practice appointments procedures ensuing optimum efficiency of the appointment system

Ensure that patients, without appointments, but who need urgent consultations are booked into appropriate slots and referred to a GP where necessary

Receive and accurately record requests for home visits, assessing urgency in accordance with the Practices protocols. Print off home visit summary sheets

Respond and or redirect all patient and visitor requests accordingly

Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed

Set-up of new patients onto the computer system

Produce repeat prescriptions according to practice procedures and ensure timely distribution of completed prescriptions

Ensure correspondence, reports, results etc. are filed electronically in correct patient record

Ensure reception and waiting areas are kept neat and tidy

Answering incoming telephone calls, ensuring calls are documented and redirected accordingly

Action start and end of day procedures ensure telephone service for out of hours information is directed appropriately

Check emails on a daily basis.

Check PATCHS account regularly and allocate to GP

Regularly check tasks on EMIS System to check all messages have been actioned

Check fridge daily, if nurse not on the premises

Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures

general DUTIES if required : ADMIN

Responding to requests for patient information from outside agencies, ensure deadlines are met in accordance to Practice Policy.

Managing incoming Lloyd George Patient Records on a weekly basis. Requesting movement of files for LG Archive information

General administration duties to enable the Practice to run efficiently on a day to day basis

Equipment, machinery & Systems

Personal Computer system including internet activity which is utilised as a means of communication both internally and externally

Practice Clinical System (EMIS) to manage and record patient appointments, inputting patient registration data, accessing patient data as necessary and when undertaking audits

Scanning Machine

The post-holder is responsible for, in concert with others, maintaining the accuracy of the Practices Clinical System (EMIS)

Assignment of work

The post-holders work assignment is determined by the requirements of the Practice, GP Partners, Practice Manager, Reception Manager and the patients

The Reception Manager provides immediate line-management for the post-holder. The post holder will take instruction on a day to day basis from the Reception Manager. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Reception Manager. The Post-holders work is formally reviewed by annual appraisal

The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements

SAFEGUARDING

Staff are to familiarise themselves with the Practice Safeguarding Policies stored on the shared L Drive. Dr Barnaby Finlayson is the Safeguarding Lead for the practice.

decisions & judgements

The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:

Establishing and maintaining effective lines of communication with the GPs and Practice Manager.

Communicating clearly and effectively with staff to aid the smooth running of the Practice.

Responding to requests or queries for support as they arise in an appropriate and

timeous manner.

Prioritising workload and requests for support.

Making the most effective use of resources available

Using judgement and experience in helping to determine the relevant urgency of or requests for information received from patients and other external organisations.

communication and relationships

Internally with the GPs, Practice Manager and colleagues to help ensure that practice aims and objectives are met

Internally and externally with colleagues, healthcare professionals and others within the Primary and Secondary Care sectors with regard to the needs of the Practice and the needs of patients registered at the Practice

Externally with patients registered at the Practice

PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB

The post-holder is required to have keen hand/eye co-ordination to undertake his/her primary task

The post holder is required to be methodical and work to a structure, seeing problems through to their satisfactory conclusion

The post-holder is required to work in a well-organised and professional manner to meet the demands of the work, maintaining concentration and accuracy

The post-holder is often required to work independently of others and to be self-determined

The post holder is required to communicate effectively and possess an aptitude for dealing with potentially difficult or demanding situations

knowledge, training and experience required to do the job

The post-holder must be understanding and approachable to patients and able to respond to patient requests

The post-holder is required to have well-developed keyboard skills

The post-holder must be able to communicate effectively and collaboratively across varied staff disciplines

The post-holder must clearly understand the importance of maintaining patient and data confidentiality

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 recognises the importance of peoples 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.

Person Specification

Experience

• Demonstrate good interpersonal skills
• Demonstrate high attendance and punctuality
• Patient-centred and demonstrate willingness to help

• Experience of working in a healthcare setting/primary care.
• Experience of working in GP reception

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Prescot Medical Centre

Address

Sewell Street

Prescot

Merseyside

L34 1ND

United Kingdom

Employer's website

http://www.prescotmedicalcentre.nhs.uk/Pages/default.aspx