West Malling Group Practice
Job Description
Job Title Medical Receptionist
Main Purpose of Post To provide a point of contact for patients and act as a focal point of
communication between patients, doctors and other medical staff.
Responsible To Patient Services Manager
MAJOR DUTIES AND RESPONSIBILITIES OF THE POST
1 Reception Duties
(i) Utilise computer system to ensure efficiency of appointment system and monitor flow of patients into consulting and treatment rooms.
(ii) Ensure that patients without appointments but who need ‘urgent consultation’ are seen in a logical and non-disruptive manner.
(iii) Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed.
(iv) Advise patients of relevant charges for private services, accept payment and issue receipts for same.
(v) Respond to all queries and requests for assistance from patients and other visitors.
(vi) Enter all patient queries onto the computer system using the task manager system and direct to the relevant team member
(vii) Enter requests for home visits onto computer system and including all relevant information and where necessary refer to the doctor on call.
(viii) In conjunction with the Repeat Prescription Protocol ensure that requests for prescriptions are actioned within one working day.
(ix) Ensure reception and waiting areas are kept neat and tidy.
(x) Support administrative team with DocMan workflow
(xi) Any other duties deemed necessary by the GP or Practice Manager
2 Management of appointment system
(i) Ensure total familiarity with all appointment systems in effect including regular and incidental variations.
(ii) Book appointments and recalls ensuring sufficient information is recorded to retrieve the appropriate medical record.
(iii) Monitor effectiveness of the system and report any problems or variations required.
3 Management of medical records
(i) Ensure that all records are accurately assembled. Ensure that the record is available for the doctor in the instances of urgent consultation should manual record be required.
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 calls as required. Divert calls and take messages as appropriate.
(ii) Ensure that the system is operational at the beginning of each day and switched over to night service and answerphone operational at the end of each day.
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
(iv) Good understanding of window based computer software. Keyboard knowledge.
Job Specification
Post Part-time Medical Receptionist
Place of work West Malling Group Practice
Hours minimum of 16.5 hours (Monday Tuesday, Wednesday Thursday, Friday,
Saturday on a Shift Pattern between 07.00 to 20:00) hours per week.
Candidate must be flexible and able to cover for sickness and annual
leave at short notice.
Annual Leave 22 days pro rata plus 8 days Bank Holiday
Sickness SSP will be applied
As a medical receptionist you should have
- a commitment to patient care
- a clear understanding of patient and practice confidentiality
- a warm and friendly nature and an ability to communicate with people at all levels
- be willing to attend appropriate training which will not only enhance your personal development but will be beneficial to the development of the practice.
- be flexible and willing to help out from time to time in the absence of others to ensure the smooth running of the practice
- have the ability to work as part of a team as well as on your own initiative.
- a good understanding of computer/telephone systems including good keyboard skills
- secretarial skill would be beneficial
- Knowledge of clinical (Vision) and clinical documentation (DocMan) software desirable
General Responsibilities
- To contribute to a safe working environment for all through adherence to health and safety management systems
- Correctly handle confidential information in line with your duties, and actively support information governance policies, processes and systems
- Support the services approach to equal opportunities, acting in line with the services equality and diversity policy
- Participation in the service’s appraisal and personal development processes
- To work at all times within boundaries of one’s competence, taking personal responsibility to keep abreast of change
- To act in a professional manner at all times towards patients and staff
- Any other duties which may be reasonably required, including covering for absent colleagues
- Be familiar of the complaints policy and as the first line of contact with patients, try to defuse complaints in a professional but informal manner and if unsuccessful advise the complainant of the formal complaints procedure
- Facilitate teamwork and communication
- To attend regular team meetings as and when requested
This Job Description/Specification is subject to continual review and as
Receptionist/Administrator you will be expected to work with the practice in delivering continual improvement and amendments to the role responsibilities and duties
Job Type: Part-time
Pay: £12.71 per hour
Ability to commute/relocate:
- West Malling, Kent: reliably commute or plan to relocate before starting work (required)
Work Location: In person
