Littlefield Surgery is a busy health centre currently recruiting for a full or part time Medical Receptionist on a permanent basis, to work with our supportive team of admin, clinical and managerial staff.
Suitable candidates will have excellent administration skills, be organised and have excellent communication skills and telephone manner. The role requires flexibility, willing to cover leave and to work as part of a team. Hours of work will include evenings and weekends. Experience in Primary Care settings would be an advantage but not essential as full training will be provided.
For further information, please contact Vicky Petersen via email [email protected] or see the job description below.
Job Description
Job title: Medical Receptionist
Reports to: Reception Supervisor
Key Areas of Responsibility
- To ensure that all visitors and telephone callers to the practice are greeted professionally
- To manage the flow of patients arriving at the reception desk, for appointments, prescriptions or queries
- To ensure all telephone calls are managed appropriately
- To act as first point of contact for anyone accessing the practice for advice, information or support
- To ensure that repeat scripts are generated accurately and efficiently, within the 48 hours specified by the practice
- To support the GP’s and Nurses in providing care
The above description is not exhaustive and may be subject to review and amendment periodically
- General Duties and Responsibilities
Check the Reception Diary daily for variations in staff cover.
- Greet patients at reception, note their arrival and deal with any query or request as appropriate.
- Manage the flow of patients at the desk and in the waiting room
- Respond to all queries and requests for assistance from patients, doctors and other visitors.
- Basic patient triage
- Advise patients of relevant charges for private services, accept payment and issue receipts for same.
- Receive specimens from patients ensuring all their details have been recorded whilst following the practice Health and Safety policy.
- Support and assist the Doctors during surgery times as required.
- Liaise with secondary care providers and arrange transport as necessary.
- Deal with repeat prescription requests and handover including Chemists requests
- Obtain all of the necessary documentation for the registration of new patients.
- Assist patients with registration information and paperwork.
- File all patient information in electronic record and/or paper records.
- Maintain patient electronic medical record and access information when required.
- Print any paperwork for doctors or patients as necessary.
- Liaise with attached staff, including Health Visitors, District Nurses, Midwives, Counsellors, etc as required. Maintain and encourage adequate security measures
- Maintain the Health and Safety of all staff, patients and visitors.
- Watch for and report to the Manager on behalf of the partners any matters affecting safety or security.
- Writing and dispatching routine and recall letters
- Answering general queries by telephone
- Photocopying documents
- Obtaining information from the computer
- Maintaining records, filing systems and computer files
- Assisting Operational Manager and Reception Supervisor as necessary
- Open and distribute the Practice post.
- Manage daily outgoing post.
- Ensure reception admin office and printers are stocked with the necessary paper and forms to enable receptionists to work without interruption.
- Check practice stationery and request reordering of supplies where necessary.
- Photocopy notes and other information
- Change details in records
- Any other duties as requested by the Doctors, Practice Manager or Senior Receptionist.
Management of Appointment System
- Ensure total familiarity with all appointment systems in effect, including regular and incidental variations.
- Book appointments and recalls, ensuring sufficient information are recorded to retrieve medical records.
- Monitor effectiveness of the system and ensure that action is taken to resolve any problems or effect variations as required.
Operating of Telephone System
- Receive and make calls as required. Divert and take messages as appropriate
- Ensure that system is operational at the beginning of each day and that any other telephone operations you are responsible for are undertaken.
- Deal with telephone queries/requests from patients, and act as liaison with the Doctors as necessary.
- Divert phones on and off the answer system at the beginning and at the end of the end of the day
Management of Repeat Prescriptions
- Receive and process patient requests for authorised repeat prescriptions.
- Attain signatures for prescriptions issues
- Provide the point of contact for patients and outside agencies with enquiries relating to repeat prescriptions
- Highlight problems and queries regarding repeat prescriptions and assist clinical team with resolving issues
- Check and maintain records of prescriptions issued
- Distribute prescriptions to relevant collection point and liaise with chemists as required.
Data Protection and Confidentiality Issues
- To ensure that when accessing data relating to patients, the information obtained and used is registered appropriately under Data Protection Act.
- To ensure that all information held centrally by the practice relating to the patient’s health, medical treatment, personal details and registration details remains confidential to the practice and patient.
- To ensure that all requests for medical information about a patient from external organisations and patients family members is legitimate, complies with Access to Medical Records and other legislation, has the written consent of the patient and practice.
All members of staff must be prepared to take on additional duties or relinquish existing duties in order to maintain efficient running of the practice. The Reception Supervisor and Practice Manager reserve the right to re distribute duties and functions amongst members of staff from time to time and requests for such changes shall not be unreasonably refused.
Person Specification
Criteria Essential Desirable
Knowledge GCSE Mathematics NVQ in Customer Service
GCSE English
Experience Practical experience of working Experience of working within a with others General Practice environment
Experience of using own initiative Practical experience of computerised recording systems
Experience of customer service
Skills Excellent communication skills Medical Terminology
(Written and Oral)
Read coding/summarising
IT skills experience
Analytical analysis
Time Management and the ability to work to deadlines
Negotiation and conflict management
Problem solving skills
Excellent interpersonal skills
Behaviours Planning and organising
Performing under pressure
Adaptability
Taking the initiative
Team working
Self motivated
Flexibility
Confidentiality
Qualities and Attributes An understanding, acceptance An understanding of a General and adherence to the need for Practice environment strict confidentiality
An understanding of the Practice
Ability to use own judgement, clinical system resourcefulness and common sense
Ability to work without direct supervision and determine own workload priorities
Ability to work as part of an integrated multi-skilled team
Job Types: Part-time, Permanent
Pay: From £12.71 per hour
Benefits:
- Company pension
- On-site parking
Application question(s):
- Do you have any previous experience relevant to this role?
Education:
- GCSE or equivalent (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
