Receptionist - Llansamlet Surgery

Receive, assist and direct patients in accessing the

appropriate service or healthcare professional in a courteous, efficient and

effective way.

Undertake a variety of administrative duties to assist in

the smooth running of the practice including the provision of clerical support

to clinical staff and other members of the practice team

Facilitate effective communication between patients, members

of the primary health care team, secondary care and other associated healthcare

agencies

To remain calm and prioritise tasks whilst working in a busy

environment, frequently dealing with competing demands from both patients and

members of the practice team

JOB DESCRIPTION FOR MEDICAL RECEPTIONIST Llansamlet Surgery

The content of this Job Description represents an outline of

the post only and is therefore not a precise catalogue of duties and

responsibilities. The Job Description is therefore intended to be flexible and

is subject to review and amendment in the light of changing circumstances,

following consultation with the post holder.

Responsible To: Reception Team Manager

When carrying out the following duties, it is the

Maintain confidentiality at all times with regards to

members of the public and members of staff in accordance with the practices own

policies.

As an employee of Llansamlet Surgery, you are legally

responsible for all records that you gather, create or use as part of your work

within the Practice (including patient health, financial, personal and

administrative), whether paper based or on computer. All such records are

considered public records and you have a legal duty of confidence to service

users (even after leaving the practice). You should consult the Practice

Manager if you have any doubt as to the correct management of records with which

you work.

Carry out procedures in a professional manner

Deal with people courteously

All employees of Llansamlet Surgery have a statutory duty of

care for their own personal safety and that of others who may be affected by

their acts or omissions. Employees are required to co-operate with management

to enable the Practice to meet its own legal duties and to report any hazardous

or defective equipment

Comply with in-house procedures and policies

Offer 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

Receive, assist and direct patients in accessing the

appropriate service or healthcare professional in a courteous, efficient and

effective way.

Undertake a variety of administrative duties to assist in

the smooth running of the practice including the provision of secretarial and

clerical support to clinical staff and other members of the practice team

Facilitate effective communication between patients, members

of the primary health care team, secondary care and other associated healthcare

agencies

To remain calm and prioritise tasks whilst working in a busy

environment, frequently dealing with competing demands from both patients and

members of the practice and attached team

The duties and responsibilities to be undertaken by members

of the practice administration team may include any or all of the items in the

following list. Duties may be varied from time to time under the direction of

the Practice Managers/GP Partners dependent on current and evolving practice

Open up premises and check heating, ventilation and lighting

throughout the building

Computers and printers to be switched on in every room

Greeting and directing patients

Answering general inquiries, explaining surgery procedures

Making new and follow-up appointments

Ensuring an adequate supply of stationery is available in

the consulting/treatment rooms and reception area.

Ventilating and tidying the waiting room as and when

required

Registering new patients, according to practice procedure

Receive requests for new and repeat prescriptions and

process them according to practice protocol

Ensure that the premises are properly secured before leaving

in the evenings

Answering the telephone promptly, dealing with triage calls,

taking messages

Signpost patients to the most appropriate service

Taking requests for home visits ensure that they are

recorded properly on the computer and that doctor takes all calls

Directing patients who need to contact other attached staff

e.g. Health Visitors or District Nurses

Ensure that all urgent messages are dealt with promptly and

passed on to the appropriate person

Liaise with other health care teams e.g. hospital

secretaries/social services

Respond to requests for test results from patients, strictly

adhering to guidelines on patient confidentiality

For patients newly registered with the practice, transfer

any paper records into A4 medical records according to practice procedure

Work with the clerical staff to ensure that medical records

are processed for patients that have left our practice list and are despatched

promptly to the Local Health Board

Follow in-house procedures for requests for private

medicals/reports, ensuring that details are recorded accurately and monitor

payment of fees

Maintenance of medical records and replacement of damaged

files

Complete change of name/address forms as required

Scanning and Filing electronically

Computer Duties

Make/delete/change/check appointments for patients on

computerised appointments system

Update patients record when necessary e.g. change

name/address

Input data as instructed to comply with GDPR

Photocopying and scanning

Be involved with audit/special projects

Preparation of refreshments as required

Comply with surgery procedures, working within set

guidelines

Work with other colleagues to ensure that all work is

completed daily and that reception runs efficiently

Follow any additional procedures required by the Partners

and Practice Manager

Will be required to work additional hours for colleagues

holiday/sickness absences

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

Our friendly and expanding primary care team consists of 5 GP Partners, 4 Salaried GP's, Physiotherapist, Practice Nurses, HCSW and Administrative staff.

We are a busy GP Practice based in Llansamlet, Swansea.

Qualifications

Essential: - Proficiency in office software applications; - Excellent verbal and written communication skills

Desirable: - Trained in EMIS Clinical System

Experience

Desirable: - Experience of working in primary care