Job Description

1.  DETAILS

Job Title: Receptionist

Location: Milton Surgery, 132 Mountcastle Drive South, Edinburgh, EH15 3LL

Reports to: Practice Administrator

2.  JOB PURPOSE

To provide a professional, efficient, quality reception service to the practice and its’ patients.

3.  DIMENSIONS

Five GP Partners

Two GP Associates

GPRegistrar

Practice Manager

Practice Administrator

7 receptionists

2 secretaries

Finance Officer

Summariser/coder

Clinical Audit assistant

Attached staff

Two Practice Nurses

Health Care Assistant

District Nurses

Health Visitor

7,300 patients on practice list

4.  KEY RESPONSIBILITIES

security

·  Responsible for opening premises in the morning, checking alarms, heating and ventilation.

·  Responsible for checking premises are secure on leaving in the evening.

·  Ensure that all computers are logged off at the end of each day.

Telephone systems

·  Receive and make calls as required, diverting calls as appropriate and taking messages efficiently

·  Ensure that the system is operational at the beginning of each day and switched over to emergency numbers with the use of the answer machine at the end of each day or as otherwise instructed.

MANAGEMENT OF APPOINTMENT SYSTEMS

·  Ensure total familiarity with computerised appointment systems in effect including regular and incidental variation.

·  Book appointments and recall appointments, for patients on practice chronic disease management programmes, ensuring sufficient information is recorded to retrieve medial records and management information required for providing reports to Lothian Primary Care NHS Trust.

·  Monitor effectiveness of the system and reporting any problems or variation required.

MANAGEMENT OF MEDICAL RECORDS

·  Responsible for the use of Quick Trace computerized system at all times to ensure correct tracking of records.

·  Responsible for all correspondence, reports results being filed in correct patients records timeously

·  Facilitate the registration of new patients

I.T.

·  Responsible for maintaining and updating computer records as appropriate to ensure the efficient running of administration procedures within the practice.

·  Prepare repeat prescriptions for the doctors timeously to ensure collection by the patient within 48 hours of request.

Reception duties

·  Advise patients of relevant charges for private services, accept payment and issue receipts

·  Respond to all queries and requests for assistance from patients, other visitors, doctors, staff, efficiently and effectively.

·  Action requests, recording accurately, for ambulance transportation and home visits.

·  Re-stocking of information leaflets for patients.

·  Ensure the highest possible regard for patient and practice confidentiality

·  Receive and direct patients and visitors in a welcome, efficient and courteous manner.

·  Maintain visitor book to ensure practice complies to Health & Safety regulations

·  Responsible for emptying of specimens from fridge for delivery to labs.

ADMINISTRATION

·  Registration of new patients

·  Undertake specified tasks or duties as outlined by senior staff to facilitate implementation of practice objectives

·  Be proactive in the compilation of practice procedures and protocols.

·  Participate in non clinical audits and being proactive in discussion of outcomes.

RELATIONSHIPS

·  Liaise appropriately with all members of the practice team to ensure good channels of communication within the practice.

·  Participate in regular staff meetings and training events to keep abreast of developments.

·  Be aware of tasks and responsibilities performed by other members of staff.

·  Communicate effectively to colleagues any unresolved or urgent matters.

6 ASSIGNMENT AND REVIEW OF WORK

The postholder is expected to work without direct supervision, exerting a high degree of initiative. Direct accountability is to the practice Administrator. The postholder is required to work as part of a team. Objectives are set as part of an annual assessment and review of performance is undertaken by the Practice Administrator and Primary Care Team Manager. Assessments may be carried out more frequently as appropriate.

7 COMMUNICATION AND WORKING RELATIONSHIPS

·  Daily communication is necessary with all directly employed staff, attached staff and patients.

·  Attending non clinical staff meetings when required.

·  Maintain effective working relationships with all practice/community based staff.

8 QUALITY AND /OR EXPERIENCE SPECIFIED FOR THE POST

·  Ability to use own judgment, commonsense and local knowledge to respond to colleagues and patient requests

·  Must be able to work under pressure in order to meet the demands of a very busy practice environment.

·  Possess good keyboard skills

·  Ability to work harmoniously in a small orgasnisation

·  Ability to cope with change

PERSON SPECIFICATION

POST: RECEPTIONIST

The following table identifies the essential or desired qualities, experience and qualifications for the above post.

CATEGORY / EXPERIENCE,QUALITIES AND QUALIFICATIONS SOUGHT
ESSENTIAL / DESIRABLE
WORK EXPERIENCE / Experience in reception work/dealing with people
Keyboard skills / Experience working in general practice or related environment
PERSONAL CHARACTERISTICS / Good general health
Smart appearance
SPECIAL APTITUDES / Good communicator / Experience in using Microsoft Word, Vision clinical system
Medical terminology
DISPOSITION / Ability to liaise and communicate with all levels of professions
Enthusiastic, willing and able to work as part of a team.
Calm and approachable.
Flexible
Have a positive approach