[ref. f17734200] Medical Receptionist

• Medical Receptionist REPORTS TO: Team Lead at site HOURS: 37.5 hours per week
• Job share considered BASE: Gilesgate and across the practice when required Job Summary Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Job Responsibilities Maintaining and monitoring the practice appointment system To ensure an effective and efficient reception service is provided to patients and any other visitors to the practice Answer incoming phone calls, transferring calls or dealing with the callers request appropriately, taking messages to pass onto the appropriate person (as per practice protocol).

• Signpost patients to the most appropriate service (internally or externally) Deal with all general enquiries, explain procedures and make new and follow-up appointments Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed Enter requests for home visits onto the computer system, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor (as per visit protocol) Chaperone patients as and when required Action medication queries / repeat prescription / online repeat prescription requests / EPS cancellation requests / EPS Tracker Liaise with patients and pharmacies to resolve issues with medication Ensure all incoming and outgoing tasks are actioned appropriately and in a timely manner; GP2GP transfers / appointment cancellation updates / PDS updates / new patient address / pathology / online service requests / letter to action / tasks from clinical staff.

Understanding and fully utilising SystmOne Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts Input data into the patients healthcare records as necessary Maintain a clean, tidy, effective working area at all times Monitor and maintain the reception area and notice boards Support all clinical staff with general tasks as requested Ensure correspondence, reports, results etc are scanned / filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen Ensure that all new patients are registered onto the computer system promptly and accurately Make refreshments where necessary, ensure the kitchen is kept clean in turn with other staff To provide general support to the doctors, management team and health professionals involving word processing with general clerical work Input patient data ensuring correct Read/SNOMED codes are used To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To maintain the computer clinic system in an accurate and secure manner To assist with the gathering of statistics and information when required You will be required to cover for members of the reception/secretarial team during periods of sickness and annual leave, across all of the sites in order to maintain operation efficiency.

Premises Open up the reception/admin areas at the start of the day when first to arrive and make all necessary preparations to receive patients When last to leave at the end of the day, ensure that the reception area is totally secured, telephone system is switched over to the Out of Hours Service Ensure all confidential information / prescriptions are locked away Undertake any other additional duties appropriate to the post as requested by the Partners/Practice Management Team.

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.

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.

• The postholder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy and in line with current legislation, to include 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 Maintain work areas in a tidy and safe way and free from hazards Report potential risks identified Equality and Diversity The postholder will support the equality, diversity and rights of patients, carers and colleagues in line with Practice policies and procedures and current legislation.

Information Governance The practice is committed to improving the way it manages information.

Personal & Professional Development The postholder will participate in any training programme implemented by the practice as part of this employment, such training to include attendance at any courses and/or study days to ensure that professional development requirements for growth are met.

Quality The postholder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk, in particular Teamnet and Safeguard Incident & Risk Management System (SIRMS) 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 teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Ensure self and team carry out all mandatory training (CPR, Safeguarding, Information Governance, etc) Communication: The postholder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Communicate effectively with other partner agencies including but not limited to, Community Staff, Practice and community pharmacists, Nursing Homes and other third sector partners.

Contribution to the implementation of services: The postholder 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 Develop protocols to support business change