Receptionist

JOB

DESCRIPTION

JOB TITLE: RECEPTIONIST

ACCOUNTABLE TO: PRACTICE

MANAGER & PARTNERS

REPORTING TO: PRACTICE MANAGER & ASSISTANT MANAGER

HOURS: PART TIME

Job Summary

The receptionist

is an important member of the Practice team.

The purpose of the

job is to provide a point of contact for patients, and act as a focal point of

communication between patients, doctors and other medical and non-medical

staff. The ability to communicate

confidently and effectively with patients, doctors, colleagues and other

agencies is therefore vital.

Job Responsibilities

At the start of the day, open up the surgery and

prepare for morning surgery. Pass any

messages on as necessary. Ensure the security of the premises before

leaving.

Arrange patient appointment times, and record

patient arrivals on the Practice computer system.

Receive and note messages by telephone,

record requests for home visits and other services provided by the

Practice. Ensure messages are appropriately

passed via the SystmOne appointment system to the relevant person.

Answer patient queries both in person and

over the telephone, including results of investigations, hospital appointments

and give advice on administrative matters.

Refer to other members of the Practice Team where appropriate.

Ensure accurate and detailed information is

given when accepting new patients, inform them of the way the Practice

functions and issue them with a Practice Leaflet.

Prepare repeat prescriptions on computer in

readiness for the doctors authorisation and signature. Review need for

follow-up according to Practice protocols and action as needed. Organise

prescriptions for collection or post.

Provide assistance in separately designated

hours with prescription related queries, where possible actioning repeats in

line with agreed protocols, ensuring patients are called for review as

necessary.

Check the action lists from doctors

concerning pathology results and communicate these to patients by phone or

letter. Ensure the Task list is actioned in a timely and effective manner.

Liaise effectively with doctors, nurses and

• other Practice staff including attached professional staff such as midwives,
• district nurses and health visitors, other external agencies such as the hospitals, chemists, social services, to ensure relevant information is passed
• on appropriately.
• In collaboration with your reception supervisor,
• ensure responsibility to provide reception cover when a team member is on
• annual leave or to cover sickness.

Additional Duties

Other

administrative duties that may be required to assist with the smooth running of

the surgery.

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 Job Description, 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 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.

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.

Taking

responsibility for own development, learning and performance and

demonstrating skills and activities to others who are undertaking similar

work

Attending &

contributing to practice meetings

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 teams performance

Work effectively

with individuals in other agencies to meet patients needs

Effectively

manage own time, workload and resources

Communication

The post-holder

should recognise 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

peoples 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