Job Description
MEDICAL RECEPTIONIST
FULL TIME & PART TIME POSITIONS AVAILABLE:
- 1 full time 37.5 hours
- 1 part time 24 hour
- Job share considered, hours negotiable
- Overtime offered in this post
We are looking for an enthusiastic and motivated person to join our team, experience preferred but not essential if candidate has relevant transferrable skills. On job training.
The post will involve working in a busy Reception dealing with patients, Doctors and clinical staff, telephone and face to face contact, IT and administrative duties.
Applicant must be flexible and available to work between the hours of 8.00am-6.30pm, Monday to Friday. Annual salary: meets national minimum/living wage requirements and based on experience.
Closing date for applicants: 31/05/2023
Apply by CV, FAO: Marie Isaac, HR Lead
FULL JOB SPEC BELOW:
FFORESTFACH MEDICAL GROUP
JOB TITLE: MEDICAL RECEPTIONIST
Reports to: Practice Manager
Line Management: Assistant Manager / HR Lead
Job Summary:
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.
Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
Job Responsibilities:
Administration
- To have a thorough knowledge of all Practice procedures.
- To work in accordance with written protocols.
- Maintain electronic and paper records.
- Fax and photocopy as requested.
- General administrative support duties to assist colleagues.
- Manage the recall system
Management of medical records
- Retrieve and re-file records as requested ensuring that they are filed strictly in alphabetical order
- Ensure records are available to Clinicians when requested
- Assist with ‘culling’ of new patients medical records according to practice policy.
- Ensure that records are kept in neat and tidy and in good repair and information is recorded correctly on outside of notes
Reception
- Ensure an effective and efficient reception service is provided to patients and other visitors as a first point of contact
- Ensure that repeat prescriptions are filed for collection and the correct prescriptions are issued to patients
- Be able to cover all reception positions as necessary
- Deal with patient enquiries at the front reception desk
- Deal with patient enquires by telephone
Appointments
- Ensure total familiarity with all appointment systems including regular and incidental variations.
- Book appointments ensuring sufficient information is recorded to allow full retrieval of medical records.
- Monitor flow of patients in the waiting areas ensuring that the appointment system accurately arrival of patients.
Computer
- Amend patients details such as change of name and address through computer data entry and paper medical records whilst having knowledge of the Practice area
- Make use of the computer system to action test results that require patient contact for a further appointment, test or other requirement
- Make use of the computer system to efficiently record appropriate messages for the Doctors and Practice Nurses
- Make use of the computer system to arrange patient appointments
Telephone
- Operate the Switchboard to forward calls to the appropriate persons
- Have the ability to follow the procedures for transferring or re-directing calls at the times of day when the main Switchboard is not in operation e.g. early morning, lunchtime, evening
- Take accurate messages from patients and distribute them efficiently
Other Tasks
- Clear rooms after surgeries and maintain Doctor stationary stocks in rooms and administration folders
- Open incoming and process outgoing mail as per practice policy
- Any other tasks required to assist colleagues or as allocated by supervisors
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 recognizes the importance of people’s 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, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
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 team’s performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
- Present themselves in the appropriate manner at all times by complying with uniform or dress requirements
Communication:
The post-holder should recognize 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 people’s 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
- Participate in audit where appropriate
Job Types: Full-time, Part-time, Permanent
Benefits:
- Company pension
- On-site parking
Schedule:
COVID-19 considerations:
Covid contingency in place
Application question(s):
- Please tell us if you are mostly interested in part-time or full-time work, and what is your maximum availability.
Work Location: One location
Application deadline: 31/05/2023
Reference ID: FMG005RECEP2023