Medical Receptionist - Manchester, United Kingdom - Whitley Road Medical Centre

Description

JOB DESCRIPTION - MEDICAL RECEPTIONIST/DEPUTY MEDICAL SECRETRAY working alternating 6 hour shifts with 7:30 am starts and 6:30 pm finishes on alternating weeks.

PURPOSE OF JOB:

We are friendly team oriented Family Practice and our Receptionist's job is to ensure that our patients are able to access health services whilst experiencing both care and concern and politeness at all times, This role will include making patient appointments to see a doctor in the appropriate manner, depending on the need of each patient, and ensuring that all patient records are up-to-date and available for all users when required.

The purpose of the job is also to contribute to maintain practice administrative systems such as data input, new patient registrations, correspondence, results and repeat prescribing systems.

KEY RELATIONSHIPS/CONTACTS

Internal:


Office Manager

• Practice Manager
• GPs
• Doctors in Training
• Practice Nurse Team
• Administration Team
• Secretarial Team
• Health Visitors
• Community Nurses
• Pharmacist

External:


Patients, carers and relatives

• CCG/Board/Practitioner Services
• Local pharmacies
• Local hospitals
• Local laboratory services
• Ambulance Service
• Out of hours service
• Practice suppliers

RESPONSIBLE TO:

The Receptionist is responsible on a day to day basis to the Office Manager and thereafter to the Practice Manager and then to the Partners.

JOB RESPONSIBILITIES:


GENERAL

TELEPHONES
Reception staff will answer the various incoming outside lines into reception and also the internal lines.

• Switch incoming lines from out of hours message in the morning.
• Handle patients telephoning with an emergency in accordance with the practice's protocol.
• Provide future/ontheday appointments/telephone advice slots with team members in accordance with practice's Access Protocol.
• Record patient information accurately and pass it on to appropriate team member for advice/triage including emergencies.
• Forward calls to team members.
• Answer patient enquiries.
• Record and pass on messages accurately.
• Assist patients checking the availability of their prescription or with a query.
• Switch incoming lines to out of hours message at the end of working day.

RECEPTION DESK
Reception staff will greet patients when they arrive in the practice and ensure that they are assisted appropriately.

This will include the following list, which is not exhaustive:

• Handle patients presenting at reception as an emergency in accordance with the practice's protocol.
• Provide future/ontheday appointments in accordance with the practice's Access Protocol.
• Assist patients to check in for their appointments.
• Process requests for repeat and acute prescriptions.
• Pass out prescriptions for collection and answer associated queries.
• Advise walkin patients about how to access the service according to patient need.
• Welcome and provide practice information/registration protocol details for patients wishing to register with the practice.
• Process changes of address/patient details.
• Record and pass on messages.
• Receive samples from patients in a safe manner using Practice protocols and guidelines to minimize cross infection.
• Assist with cleaning up spillages using PPE as appropriate
• Assist with unlocking and locking the surgery and ensure adherence to security procedures.

RECORDS
Receptionists will contribute to the updating and maintenance of all patient records. This will include the following.


The list is not exhaustive:

• Update registration and clinical details.
• Input new patient registration data.
• Transmit new registration and deregistration data updates to Practitioner Services (registration details and records transfers).
• Transmit and highlight incoming mail for coding to the appropriate person.
• Provide data for house calls (iPad/printed visit summary sheets).
• Scan incoming correspondence and workflow to correct clinician.
• Workflow Out of Hours contact details to correct clinician.
• Workflow incoming results to correct clinician.
• Process incoming new patient records including arranging summarization.
• Provide printed appointments list for each surgery as a backup in the event that the system is unavailable.
• Accurately refile any paper records accessed by clinicians.
• File, maintain and repair damaged Lloyd George/A4 records.
• File/scan/code ECGs and other test results appropriately.
• Undertake summarizing of medical records on an ongoing basis to ensure records are up to date and available for clinicians

SCANNING DUTIES

• Sort and date stamp all incoming patientrelated mail.
• Scan patientrelated documents onto their medical record using read codes as agreed by the clinical team
• Add any additional information about the source of the document
• Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
• Ensure incoming letters are s