General Practice Reception team leader Reading, England
Job description
Wargrave Surgery
Job Description – Practice Receptionist
JOB TITLE:
RECEPTION Team Leader
RESPONSIBLE TO:
Practice Manager
RESPONSIBLE FOR:
N/A
JOB PURPOSE:
To provide a high quality, professional reception and administrative service to patients, doctors, staff, colleagues, health service professionals and others. To act as the first point of contact for patients contacting the Practice and to portray the Practice in the highest possible professional basis. To ensure that enquiries from patients are efficiently and courteously handled to the mutual
satisfaction of the partners and patients
MAIN DUTIES AND RESPONSIBILITIES
1.
Greet patients and visitors to the practice.
2.
Book in, amend and cancel patient appointment inline with practice appointments procedures ensuing optimum efficiency of the appointment system.
3.
Ensure those patients without appointments but who need 'urgent consultations’ are booked into appropriate slots and referred to a GP where necessary.
4.
Receive and accurately record requests for home visits, assessing urgency in accordance with the Practice’s protocols.
5.
Ensure computerised appointment system is up-to-date.
6.
Respond and/or redirect all patient and visitor requests accordingly.
7.
Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed.
8.
Ensure information is acquired and the correct process is followed for the Doctors message book.
9.
Advise patients of relevant charges to their bookings in a timely manner ensuring further options are available.
10.
Produce repeat prescriptions according to practice procedures and ensure timely distribution of completed prescriptions.
11.
Ensure correspondence, reports, results etc. are filed electronically in correct patient record.
12.
Ensure reception and waiting areas are kept neat and tidy
13.
Re-stocking of information leaflets as appropriate
14.
Answering incoming telephone calls, ensuring calls are documented and redirected accordingly.
15.
Undertake administration tasks as allocated on rota organised by Lead Receptionist.
16.
Action start and end of day procedures once full training has been provided.
17
Check emails correspondence continuously throughout the your shift.
18.
Regularly check tasks on Emis to check all messages have been actioned.
19.
Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.
20.
This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.
EQUIPMENT, MACHINERY & SYSTEMS
1.
Personal Computer system including internet activity which is utilised as a means of communication both internally and externally
2.
Practice Clinical System (Emis) to manage and record patient appointments, inputting patient registration data, accessing patient data as necessary and when undertaking audits
3.
Scanning/photocopying machines.
4.
The post-holder is responsible for, in concert with others, maintaining the accuracy of the Practice’s Clinical System (Emis)
ASSIGNMENT OF WORK
The post-holder’s work assignment is determined by the requirements of the Practice, Lead Receptionist and the patients.
The Lead Receptionist provides immediate line-management for the post-holder. The post holder may take instruction on a day to day basis from a Senior Receptionist. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Practice Manager. The Post-holder’s work is formally reviewed by annual appraisal.
The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.
DECISIONS & JUDGEMENTS
The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:
- Establishing and maintaining effective lines of communication with the GPs, Practi Manager and Lead Reception
- Communicating clearly and effectively with staff to aid the smooth running of the Practice.
- Responding to requests or queries for support as they arise in an appropriate and timeous manner.
- Prioritising workload and requests for support.
- Making the most effective use of resources available.
- Using judgement and experience in helping to determine the relevant urgency of or reques for information received from patients and other external organisations.
MOST CHALLENGING PART OF THE JOB
1.
Managing the many conflicting priorities that the post requires
2.
Ensuring clear protocols for the prioritisation of work.
3.
Providing and maintaining a professional and effective dialogue with patients.
COMMUNICATION AND RELATIONSHIPS
1.
Internally with the GPs, Practice Manager, Lead Receptionist and colleagues to help ensure that practice aims and objectives are met.
2.
Internally and externally with colleagues, healthcare professionals and others within the Primary and Secondary Care sectors with regard to the needs of the Practice and the needs of patients registered at the Practice.
3.
Externally with patients registered at the Practice.
PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
1.
The post-holder is required to have keen hand/eye co-ordination to undertake his/her primary task.
2.
The post holder is required to be methodical and work to a structure, seeing problems through to their satisfactory conclusion.
3.
The post-holder is required to work in a well-organised and professional manner to meet the demands of the work, maintaining concentration and accuracy.
4.
The post-holder is often required to work independently of others and to be self- determined.
5.
The post holder is required to communicate effectively and possess an aptitude for dealing with potentially difficult or demanding situations.
KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
1.
The post-holder must be understanding and approachable to patients and able to respond to patient requests
2.
The post-holder is required to have well-developed keyboard skills.
3.
The post-holder must be able to communicate effectively and collaboratively across varied staff disciplines.
4.
The post-holder must clearly understand the importance of maintaining patient and data confidentiality.
JOB DESCRIPTION AGREEMENT
A separate job description will need to be signed off by each jobholder to whom the job description applies.
Job Holder’s Signature:
Date: 26/09/2021
Practice Manager’s Signature:
Date:
Job Types: Part-time, Permanent
Part-time hours: 30 per week
Salary: £12.00 per hour
Benefits:
- Company pension
- Free parking
- On-site parking
- Sick pay
- Store discount
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- No weekends
Ability to commute/relocate:
- READING: reliably commute or plan to relocate before starting work (required)
Work Location: In person
Application deadline: 20/02/2023
Reference ID: Job Description
