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Published on 09/07/2024
Job location London HA9
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Medical Receptionist Job Description

Summary: Reception staff are the first point of contact for patients and visitors to the practice, whether face to face or over the telephone. The impressions that you make and the work you do are essential to the smooth running of the practice as a whole. We expect that as part of our reception team you will assist patients with their queries promptly, courteously and professionally and do so with a caring and compassionate approach, respecting the sensitive and confidential nature of the information you work with. Your role is to work closely with your team members to provide an efficient, effective reception and administration service to the practice, supporting the clinical team in providing excellent patient care.


Key working relationships: Doctors (GP partners, salaried GPs, GP registrars) Practice manager Senior administrator Reception team Medical students Front desk duties: Open and close practice when required, maintaining security Receive and welcome patients and visitors promptly and courteously Handle general enquiries, escalating to appropriate person if needed Deal with telephone enquiries, taking messages if required Register new patients following practice registration procedure Receive and deal with letters and deliveries. Distribute as appropriate and follow protocols. Receive prescription requests and allocate to prescription clerk Deal with outgoing letters and hospital courier collections Record all sums of money taken in using petty cash system I.T. duties Use of the EMIS Web clinical information system: Book and manage patient appointments Manage incoming online consultations Create and action tasks Manage prescription requests according to protocol Monitor EMIS workflow Complete patient registration online and face to face & update patient details Action patient referrals through the E-referrals system and manage inter-practice referrals Use software associated with EMIS WEB e.g.


GP2GP, EPS, patient access when needed Email: Monitor personal NHS mail and practice NHS mailboxes Action and direct incoming emails Use of the Docman document management system: Action the Docman workflow tasks that have been sent to the reception team and ensure that these remain up to date on a daily basis Medical Record Management: Coding information into patient records Maintain paper medical records held by surgery including filing records. Prepare copy records as requested including electronic format and photocopying of paper records Other rotational duties can include: Monitor fridge temperature in clinical rooms (rotational duty) Check stock held in reception and clinical rooms (rotational duty) General duties: The post holder is expected to: Be flexible to cover colleagues in their absence including short notice cover for sickness. This may result in longer working hours or different days to normal working days (reimbursement for agreed additional hours worked will be made) Attend staff meetings Ensure reception area remains tidy Communicate information regarding unsolved or urgent problems to colleagues Liaise with external bodies e.g. local hospital departments or district nurses to obtain patients results and follow up appointments Contact patients – recalling – for tests or appointments due Participate in Care Quality Commission (CQC) preparation work and Quality Outcomes Framework (QOF) work when required Action requests for transport/translators/ambulances etc 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. All such information, from any source, is to be regarded as strictly confidential.


Information relating to patients, carers, colleagues and 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 and safety and security as laid out in the staff handbook and health and safety manual. This will include: Using personal security systems within the workplace according to practice guidelines. Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way 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 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 the individual, is non-judgemental and respects their circumstances, feeling, priorities and rights. Personal and 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 (appraisal), including taking responsibility for maintaining a record of their own personal and or professional development 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 Recognise people’s needs for alternative methods of communication and respond accordingly.


Contribute to implementation of services: The post holder will: Apply practice policies, standards and guidance Discuss with other team members how the policies, standards and guidelines will affect own work Participate in audit as required. Note: The above is not intended to be an exhaustive list of duties and as there may be alterations or additions commensurate with the range of activities describe above.