Medical Receptionist

Drs Shaw, Walker & Culliney; Huddersfield; On-site; GBP 12,000 - 17,000; Part time

Job summary

Drs Shaw, Walker & Culliney is seeking an enthusiastic Medical Receptionist for 30 hours per week as temporary maternity cover. The role involves greeting patients, booking appointments, processing repeat prescriptions, and assisting with registrations in a fast-paced general practice.

The post is suitable for someone professional and approachable, with good communication and basic IT skills. The role can be offered as one full-time post or shared between two part-time staff depending on

Qualifications

• Experience in a front-line role handling patients or customers.
• Good communication skills and a courteous manner.
• Basic IT skills for data entry and managing records.

Responsibilities

• Receive, assist and direct patients to the appropriate service or healthcare professional.
• Handle phone calls and face-to-face enquiries, providing information and signposting.
• Maintain reception duties, including appointment bookings, prescription requests and medical records processing.
• Ensure reception areas are kept tidy and secure, and support the Practice team as needed.

Skills

Customer facing

Front desk

Communication skills

Basic IT skills

Job description

We are looking for an enthusiastic and organised Medical Receptionist 30 hours per week to provide temporary maternity cover within our friendly and supportive practice. You will receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. This is a front-line role, ideal for someone who is professional, approachable, and comfortable working in a fast-paced healthcare environment. The position can be offered as one full-time post or shared between two part-time staff, depending on availability and suitability. Previous applicants need not apply. Receiving calls and assisting with direct face to face patient enquiries are predominant parts of this role, therefore this will be very suited to people with previous customer facing roles. Day to day varies from booking appointments, processing medication requests, dealing with patients who want to register at the practice and dealing with general enquiries, signposting them to the most appropriate appointment or service. Good communication skills are vital for the role and basic IT skills will be needed.

Job Summary:

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. Provide general assistance to the Practice team and project a positive, friendly and courteous image to patients and other visitors, either in person or via the telephone. Process repeat prescription requests from patients. Scan in correspondence to the clinical database and workflow to the GPs.

Job Responsibilities:

• Be familiar with the Practice computer and be able to input data as required.
• To have knowledge of the Practice area/boundary.
• To know under which circumstances clinical and non-clinical advice should be sought.
• Handle incoming and outgoing telephone calls in a polite and efficient manner.
• Ensure all messages are passed to the appropriate team member, and colleagues made aware of any action required.
• Be able to cover all reception positions as necessary.
• Provide additional cover for the reception office during periods of holiday or sickness.
• Reception Receiving patients consulting with members of practice team.
• Keep reception areas tidy at all times.
• Accepting requests for repeat prescriptions, checking the fax and prescription box for repeat prescription requests Handover to incoming staff patient information on any issues not yet completed.
• To deal with visitors and tradesmen appropriately.
• To ensure the timely notification of all deliveries to the relevant staff.
• Administration Pulling/filing medical records and update as necessary.
• Download and file electronic patient correspondence received in medical records.
• Photocopy and laminate documents as requested.
• Scannning duties Sort and date stamp all incoming patient-related mail.
• Scan patient-related 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 scanned onto the patient record within a 48/72-hour timescale Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
• Coding Identify relevant clinical information contained in patient correspondence Code or free text the clinical information on to the patient record Deal with queries relating to coding
• Appointments Process appointment requests for today and future appointments from patients by telephone and in person. Deal with visit requests and produce any documentation required for the doctors. Arrange and record hospital transport requests.
• Computer Carry out data input, ensuring that the recording of all relevant information into the patients electronic medical record is accurate and concise.
• Registration of new patients computer data entry and medical records.
• Process patients change of address computer data and medical records.
• Process applications from patients for online Patient Access.
• Process repeat prescription requests in accordance with practice guidelines.
• Telephone Have working knowledge of telephone system, during and after hours.
• Other Tasks Ensure building security have thorough knowledge of doors/windows/alarm.
• Open up premises at the start of the day if the first to arrive and make all necessary preparations to receive patients.
• Make refreshments (tea/coffee) for doctors and colleagues.
• Any other tasks allocated by the Partners or Practice 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 activities and undertaking such activities in a way that manages those risks. Making effective use of training to update knowledge and skills. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards. Reporting potential risks identified. 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 Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Equality and Diversity :

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a manner, which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development :

Mandatory training courses, i.e. fire safety, safeguarding, CPR etc. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development. Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality :

The post-holder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk. 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.

Communication :

The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members, patients and carers. Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services :

The post-holder will: Work in accordance with practice policies, standards and guidance. Discuss with other members of the team how the policies, standards and guidelines will affect own work. Make use of information technology systems available within the Practice, following systems for data security and protection. Participate in audit where appropriate. Attend and participate in practice meetings/training events. Any other duties commensurate with the role to ensure the smooth running of the Practice.

This job description may need to be reviewed as the Practice develops.