Practice Receptionist

Job responsibilities

Job Summary

Welcome, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Provide general administration to the practice team and project a positive and friendly image to patients and other visitors, either in person, online or via the telephone.

Managing the entry of clinical correspondence and codes into patients records. Carry out scanning of clinical correspondence and code relevant information from hospital correspondence and other sources into the practice computer system (Medicus).

Help with the administration of repeat prescription requests and online triage requests.

Job Responsibilities

Together with other members of the practice reception / administration team:

• Receiving patients at the Practice
• Receiving and handing completed repeat prescriptions to patient and checking names and address
• Respond to patient queries appropriately e.g. requests for test results
• Be able to cover all reception positions as necessary
• Completing tasks as requested by clinicians

• Process appointment requests for all types of appointments from patients by telephone, online and in person
• Taking booking information from patients and booking or referring them to appropriate service
• Booking in patients as they arrive and monitor and assist in waiting room as required
• Deal with visits requests
• Assist patients who require emergency treatment as required

Clinical coding / summarising:

Coding the information into the practice clinical system

Auditing data collection standards in the practice

Scanning of letters and relevant correspondence into patients notes.

Summarisation of patients notes when requested.

To ensure the efficient running of the practice computer system, carrying out searches, audits and recalls as required by the doctors, nurses and manager.

Troubleshoot clinical database

Report faults to software supplier and track progress, where required

Pro-actively initiate data quality improvement projects

• To have a thorough knowledge of all Practice procedures and to work in accordance of written protocols
• Ensure that correspondence and medical records received (whether in paper form or electronically) are actioned appropriately
• Shred and photocopy as requested
• Respond to online triage requests and emails, in line with practice policy

• Registrations of new patients computer data entry and medical records.
• Enabling patients to sign up for online services and the NHS App.
• Process patients change of address computer data and medical records (have knowledge of practice area).
• Process repeat prescription request in accordance with Practice guidelines.
• Data entry on to the computer system e.g. immunisations, administrative notes.
• Processing repeat prescription requests received online
• Processing online patient triage requests and responding to them appropriately.
• Responding to emails queries from patients or other parties

Summarising Notes

Sort and summarise all new patient notes arriving in the surgery. These steps may all be done at the same time, or may take place over a number of days/weeks.

Update patient record to indicate records have been received.

• Ensure notes are in date order, separating letters and results and removing any redundant or duplicate paperwork and adding summary cards as necessary.
• Update patient record with all major past history including last smear if relevant.
• Add relevant code to patient record to indicate notes have been summarised.
• Mark notes to indicate they are summarised and file.

• Clear rooms after surgeries and restock as required
• Ensure that reception and the waiting area are kept clean, in line with IPC requirements
• Have working knowledge of telephone system, during and after hours.
• Ensure building security have thorough knowledge of doors/windows/alarm.
• Provide assistance to clinicians during their clinics as required
• Any other tasks allocated by manager

Confidentiality:

• In the course of seeking treatment, 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 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. 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
• 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

Health & Safety:

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:

• Using personal security systems within the workplace according to Practice guidelines
• Identifying the risks involved in work ...