Medical Receptionist / Admin

Duties & Responsibilities of the Post 1. Reception Duties Ensure that patients without appointments but who need urgent consultations are seen in a logical and non-disruptive manner and using appropriate care navigation skills Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, ensure procedures are completed. Advise patients of relevant charges for private services, accept payment and issue receipts for same. Respond to all queries and requests for assistance from patients and other visitors. Enter requests for home visits onto the computer, stating time received and including all relevant information and, where necessary, refer to the Doctors. Ensure that requests for prescriptions are actioned where possible within two working days following practice protocol. Action requests from practice clinical team members for patient ambulance transportation. Direct patients to correct Consulting Room. Ensure reception and waiting areas are
kept neat and tidy. Hand Signed Repeat Prescriptions to patients at their request. Photocopying / Scanning Assist secretary with reports Open and date stamp all post ready for postfiltering Secure all patient notes, signed prescriptions, filing cabinets and key safe at end of day when required. Open up premises at the start of day, set alarm to day function and make all necessary preparation to receive patients. Secure premises at end of day; ensure the building is totally secured, internal lights off and alarm activated when required. Ensure emails are checked on a daily basis Make use of GP Teamnet 2. Management of Appointment Systems Ensure total familiarity with all appointment systems in effect, including regular and incidental variations. Book appointments and recalls ensuring sufficient information is recorded to retrieve computerised/paper medical record. Monitor effectiveness of the system and ensure that action is taken to resolve any problems or effect variations as required.
Monitor patients in waiting room and advise of any delays 3. Management of Medical Records Ensure that manual records are available for the Doctor when required Retrieve and re-file records as required ensuring that strict alphabetical order is adhered to. Ensure records are kept neat and tidy and in good repair Record all DNAS in the computerised patient notes. 4. Management of Computerised Medical Records Maintain, update and monitor registration database. Ensure correspondence, reports, results etc., are scanned into the correct record. Issue and print repeat prescription requests in accordance with practice Repeat Prescribing Protocols. Enter all New registrations and Temporary Resident patients onto the database Ensure all workflow tasks are completed in a timely manner Ensure all scanned documents are linked to appropriate problem header Summarise new patient records. 5. Operation of telephone system Receive and make calls as required. Divert calls and take messages as appropriate.
Ensure that the system is operational at the beginning of each day and switched over to night service and the answer phone operational at the end of the day. Record all messages in the message book, ensuring that all messages are passed to the relevant person 6. Any other delegated duties considered appropriate to the post Special Requirements of the post 1. An understanding, acceptance and adherence to the need for strict confidentiality. 2. Excellent communication skills. 3. Ability to use own judgement, resourcefulness and common sense to respond to patients enquiries and requests. 4. Computer literacy/keyboard skills 5. Honest/Trustworthy 6. Able to prioritise own workload 7. Good Numeric/Literacy skills 8. Organisational Skills 9. Efficient 10. Flexibility