Job description

Job responsibilities

Reception Responsibilities

To open the office in the morning and have the reception area ready for each working day, open the clinic at the specified time, and have all reception activities fully operational at the start of the business hours.

Receiving patients in reception when they attend surgery or are collecting prescriptions, sick notes, letters etc.

Register patients according to surgery protocol ensuring all registration forms and documents are fully completed and provided by the patient and that all information is entered appropriately onto the computer

Where at all possible, answering patient enquiries or referring to a nurse or doctor for advice as appropriate.

Answering the telephone as quickly as possible and making appointments on the computer system as appropriate.

Involvement in the recall system to ensure that patients with long term chronic conditions are booked in for annual reviews.

Pulling of paper medical records as necessary.

Filing of paper records as requested.

Scanning and assigning of medical information to the patients computer records.

The preparation of repeat prescriptions, both paper and EPS

Helping out with staff cover in the event of holidays and sickness.

Chaperoning as necessary.

Dealing with urine/specimen samples as necessary.

Completion of various forms blood, cytology, temporary resident forms, etc and the entering of relevant information onto the computer.

Keeping the waiting room tidy and clear of clutter.

Communication with the Health Authority, hospitals, consultants and third parties as appropriate.

Communication with interpreting services (Language Line).

Booking online interpreting service appointments

Comply and keep up to date with practice policies, procedures and protocols.

Attend meeting and training sessions as required.

Comply with practice fire regulation and health & safety procedures.

Act at all times with regard to the confidentiality and sensitivity of issues with patients, their care and treatment.

To organise and maintain forms and office stationery required for reception activities. To inform the patient if the doctor is running late or is unable to attend to his patients for the day. In such cases, the receptionist must be courteous, apologise for the inconvenience caused, and assure the patient that the appointment will be rescheduled. To collect fees for vaccinations, private letters etc and complete a receipt for the patient.

Making teas and coffees for GPs and staff alike.

To secure the building, turn off or unplug appliances and machines according to surgery protocols, and lock all entrances at the close of each working day.

Any other duties which may be requested by the practice that do not exceed the level of responsibility expected for this post.

Management of Appointment System

To have knowledge on the working of computer system, time slots to book appointments for the day, along with the procedure for booking daily and urgent appointments.

Management of Medical Records

To maintain medical records ensure that the Lloyd George folders are in good repair and that the name/address details correspond to the computer records.

To handle and manage the continuous flow of clinical information from the post, round robin and other sources.

To maintain medical records in an alphabetical order.

To refile medical records.

To distribute required information via post, courier, telephone, and email.

Printing/photocopying records as required.

Confidentiality of Patient Information

To respect and maintain the privacy and dignity of patients and to assure patient confidentiality at all times.

To deal with patients requesting information on appointments, test results and requests to consult the GP on an urgent basis.

To provide relevant informational material, such as leaflets, or procedural brochures if required, and assist them in non-clinical ways.

Job responsibilities

Reception Responsibilities

To open the office in the morning and have the reception area ready for each working day, open the clinic at the specified time, and have all reception activities fully operational at the start of the business hours.

Receiving patients in reception when they attend surgery or are collecting prescriptions, sick notes, letters etc.

Register patients according to surgery protocol ensuring all registration forms and documents are fully completed and provided by the patient and that all information is entered appropriately onto the computer

Where at all possible, answering patient enquiries or referring to a nurse or doctor for advice as appropriate.

Answering the telephone as quickly as possible and making appointments on the computer system as appropriate.

Involvement in the recall system to ensure that patients with long term chronic conditions are booked in for annual reviews.

Pulling of paper medical records as necessary.

Filing of paper records as requested.

Scanning and assigning of medical information to the patients computer records.

The preparation of repeat prescriptions, both paper and EPS

Helping out with staff cover in the event of holidays and sickness.

Chaperoning as necessary.

Dealing with urine/specimen samples as necessary.

Completion of various forms blood, cytology, temporary resident forms, etc and the entering of relevant information onto the computer.

Keeping the waiting room tidy and clear of clutter.

Communication with the Health Authority, hospitals, consultants and third parties as appropriate.

Communication with interpreting services (Language Line).

Booking online interpreting service appointments

Comply and keep up to date with practice policies, procedures and protocols.

Attend meeting and training sessions as required.

Comply with practice fire regulation and health & safety procedures.

Act at all times with regard to the confidentiality and sensitivity of issues with patients, their care and treatment.

To organise and maintain forms and office stationery required for reception activities. To inform the patient if the doctor is running late or is unable to attend to his patients for the day. In such cases, the receptionist must be courteous, apologise for the inconvenience caused, and assure the patient that the appointment will be rescheduled. To collect fees for vaccinations, private letters etc and complete a receipt for the patient.

Making teas and coffees for GPs and staff alike.

To secure the building, turn off or unplug appliances and machines according to surgery protocols, and lock all entrances at the close of each working day.

Any other duties which may be requested by the practice that do not exceed the level of responsibility expected for this post.

Management of Appointment System

To have knowledge on the working of computer system, time slots to book appointments for the day, along with the procedure for booking daily and urgent appointments.

Management of Medical Records

To maintain medical records ensure that the Lloyd George folders are in good repair and that the name/address details correspond to the computer records.

To handle and manage the continuous flow of clinical information from the post, round robin and other sources.

To maintain medical records in an alphabetical order.

To refile medical records.

To distribute required information via post, courier, telephone, and email.

Printing/photocopying records as required.

Confidentiality of Patient Information

To respect and maintain the privacy and dignity of patients and to assure patient confidentiality at all times.

To deal with patients requesting information on appointments, test results and requests to consult the GP on an urgent basis.

To provide relevant informational material, such as leaflets, or procedural brochures if required, and assist them in non-clinical ways.

Person Specification

Skills, Ability and personal attributes

Essential

• Skills in reception/front line/Customer service
• Good interpersonal and communication skills
• Excellent organisational skills, works efficiently and uses initiative
• Able to plan & prioritise workload and ensure follow up action
• Good command of verbal/written English and presentation skills
• Ability to work well with others
• Ability to work within set boundaries and organisational policies and procedures
• Knowledge and understanding of the principles of confidentiality
• Able to work under pressure in a changing environment
• Flexible
• Takes pride in their work to promote a professional image
• Works as part of a team and is sensitive to the needs of service users.
• Able to contribute and work within good practice guidelines.
• Willingness to undertake training and personal development in line with the demands of the post.

Desirable

• Ability to develop and maintain networking associations with a broad range of people.
• A good understanding of structure and function of service
• Cultural awareness
• Understanding of Information Governance and its principles
• Interested in the NHS

Experience

Essential

• PComputer Literate
• Knowledge and experience of managing office systems
• Good people skills
• Good level of general education including GCSE maths and English or equivalent

Desirable

• Previous NHS experience
• Knowledge of Clinical systems (SystmOne)
• Experience working with and managing GP reception and administrative staff
• Experience of Microsoft office/IT packages
• Medical receptionist qualification
• Experience working with vulnerable groups and those where English is not a first language

Skills, Ability and personal attributes

Essential

• Skills in reception/front line/Customer service
• Good interpersonal and communication skills
• Excellent organisational skills, works efficiently and uses initiative
• Able to plan & prioritise workload and ensure follow up action
• Good command of verbal/written English and presentation skills
• Ability to work well with others
• Ability to work within set boundaries and organisational policies and procedures
• Knowledge and understanding of the principles of confidentiality
• Able to work under pressure in a changing environment
• Flexible
• Takes pride in their work to promote a professional image
• Works as part of a team and is sensitive to the needs of service users.
• Able to contribute and work within good practice guidelines.
• Willingness to undertake training and personal development in line with the demands of the post.

Desirable

• Ability to develop and maintain networking associations with a broad range of people.
• A good understanding of structure and function of service
• Cultural awareness
• Understanding of Information Governance and its principles
• Interested in the NHS

Experience

Essential

• PComputer Literate
• Knowledge and experience of managing office systems
• Good people skills
• Good level of general education including GCSE maths and English or equivalent

Desirable

• Previous NHS experience
• Knowledge of Clinical systems (SystmOne)
• Experience working with and managing GP reception and administrative staff
• Experience of Microsoft office/IT packages
• Medical receptionist qualification
• Experience working with vulnerable groups and those where English is not a first language

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Upwell Street Surgery

Address

93 Upwell Street

Sheffield

S4 8AN

Employer's website

http://upwellstreetsurgery.co.uk/ (Opens in a new tab)