Receptionist

Prepare premises punctually in the morning

Receive and direct patients, assisting frail, elderly, less mobile

patients or any patient as appropriate

Answer the telephone courteously and efficiently, taking and recording

messages accurately

Take requests for appointment bookings and home visits and record these on clinicians

lists

Make necessary arrangements for repeat prescriptions, blood tests, X

Rays and hospital transport

Open, sort, process and distribute mail

To maintain delegated QOF areas as given by the Operations Lead

Receive private fee payments and issue receipts

File correspondence, keeping paper medical records in appropriate

condition

Update computerised records as required

Undertake additional administrative tasks as requested

Prepare consulting rooms before and after surgery

POSITION: RECEPTIONIST/ADMINISTRATOR

REPORTS

TO: OPERATIONS LEAD

ACCOUNTABLE

TO: BUSINESS MANAGER

PAY

SCALE: Ad

Hoc

HOURS: By

agreement

_____________________________________________________________________________

The post holder will

provide an efficient reception service to our patients, doctors and nursing

teams. The tasks will include front of house reception, telephone duties and

other administrative duties. The work

will involve use of telephones, computerised systems including appointments, filing

and general surgery assistance. The receptionist is the first point of contact

for patients and the general public so it is essential that they present a

professional and caring image of the practice and maintain strict

confidentiality at all times. This is a responsible role.

____________________________________________________________________________________

MAIN DUTIES AND RESPONSIBILITIES

1.

Prepare premises punctually in the morning

Receive and direct patients, assisting frail, elderly, less mobile

patients or any patient as appropriate

Answer the telephone courteously and efficiently, taking and recording

messages accurately

Operate the appointment system as directed; take requests for bookings and home visits and record these on clinicians

lists

Make necessary arrangements for repeat prescriptions, blood tests, X

Rays and hospital transport

Assemble items for hospital and health authority transport

Open, sort, process and distribute mail

To maintain delegated QOF areas as given by the Operations Manager

Receive private fee payments and issue receipts

File correspondence, keeping paper medical records in appropriate

condition

Update computerised records as required

Undertake additional administrative tasks as requested

Prepare consulting rooms before and after surgery

Lock and secure premises at night as and when directed, checking that

the telephone system has transferred correctly to the Out of Hours service

Report to the Operations lead any matter affecting patient confidentiality,

safety or security.

All staff are expected to comply with practice policy and

protocol.

All staff are expected to dress smartly and professionally and

in the uniform which is provided.

All staff receive "on-the-job" training from experienced

Receptionists. In addition all staff are

required to attend all Statutory & Mandatory training courses which include

annual Basic Life Support as instructed by the Operations Lead. The

post-holder will attend relevant training as identified either at appraisal or

to meet the requirements of the practice. It is expected that the knowledge and

skills acquired from attendance at such training will be shared and applied

within the practice.

cleanliness and tidiness and take action as required, helping to ensure that

patient waiting areas are welcoming and give a good impression of the

practice. Ensure premises are kept

clean and tidy during the day; tidy and sort notices and leaflets in

waiting areas; discard old or damaged items where necessary.

staff are flexible and prepared to adapt and take on additional duties or

to relinquish existing duties in order to maintain efficient running of

the practice. The Directors and the Management team reserve the right to redistribute duties and functions amongst

staff from time to time based on service needs and the existing skills of

the post holders.

comply with the statutory provisions of health and safety at work

legislation and local policy and to always work in a safe manner and not

to put self or others at risk.

the rules of confidentiality pertaining to patients, staff and business

information.

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 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

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

post-holder will strive to maintain quality within the Practice, and will:

team members to issues of quality and risk

performance and take accountability for own actions, either directly or

under supervision

the effectiveness of the team by reflecting on own and team activities and

making suggestions on ways to improve and enhance the teams performance

effectively with individuals in other agencies to meet patients needs

manage own time, workload and resources

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:

the workplace according to Practice guidelines

activities and undertaking such activities in a way that manages those

risks

update knowledge and skills

procedures, maintaining work areas in a tidy and safe way and free from

hazards

The post-holder will support the

equality, diversity and rights of patients, carers and colleagues, to include:

in a way that recognises the importance of peoples rights, interpreting

them in a way that is consistent with Practice procedures and policies,

and current legislation

the privacy, dignity, needs and beliefs of patients, carers and colleagues

in a manner which is welcoming to and of the individual, is non-judgemental

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

in an annual individual performance review, including taking

responsibility for maintaining a record of own personal and/or

professional development

responsibility for own development, learning and performance and

demonstrating skills and activities to others who are undertaking similar

work

Communication

The post-holder

should recognise the importance of effective communication within the team and

effectively with other team members

effectively with patients and carers

peoples needs for alternative methods of communication and respond

accordingly

Contribution to the Implementation

The post-holder will

Practice policies, standards and guidance

with other members of the team how the policies, standards and guidelines

will affect own work

The Meads is a friendly and innovative

practice situated in a new purpose-built medical centre in Sittingbourne. With

a fast growing list of 11,800 patients we are looking for a Receptionist/Administrator

to join our friendly team and take forward our plans for expansion whilst

maintaining our reputation for patient-centred services.

With experience of working in

a GP surgery, your excellent communication skills will provide a key function

on the reception desk and by telephone as well as contribute to the wider

administrative roles in the practice. The surgery uses the Emis Web clinical

system.

Full or part-time hours are

available within our opening hours of 8am to 8pm three days/week and from 8am

to 6.30pm on the other two days.

Qualifications

Essential: - Good standard of general education

Desirable: - GCSE Grade A to C English; - Qualified NVQ Level 2

Experience

Desirable: - Experience in a Doctors surgery or other health care provider; - Experience in EMIS and Docman clinical systems.; - Experience of dealing with people

Knowledge and skills

Personal qualities and attributes