OVERTON PARK SURGERY JOB DESCRIPTION JOB TITLE: REPORTS TO: ACCOUNTABLE TO: MANAGES: LOCATION: Medical Receptinist Receptin Manager Practice Manager/Partners Nt Applicable Practice Premises MAIN RESPONSIBILITIES As part f the Receptin Team the pst-hlder is expected t prvide a prfessinal service t bth patients and dctrs; maintain an efficient and curteus manner as a team wrker, assist with all rutine administrative duties f the practice t ensure a smth patient/dctr relatinship in the primary health care setting. The rle includes new patient registratins, patient appintments, practice visits, repeat prescribing prcesses, managing patient crrespndence and labratry results and managing patient medical recrds. The pst hlder is respnsible fr ensuring practice standards fr patient facing and administrative tasks are cmpleted t accepted practice standards. The pst hlder is expected t wrk cllabratively with the general practice team; lead GP partners, Practice and IT Managers t meet the needs f the patients, ensuring that practice plicies and prcedures are fllwed and ensuring cmpliance with CQC Essential Standards f Care. Key Tasks 1.0 Dealing with Patients ensuring the practice is respnsive t patient needs 1.1 Ensure patients and visitrs are received int the practice as efficiently and curteusly as pssible. 1.2 T answer telephne calls efficiently and curteusly and ensuring that apprpriate actin is taken: deal with patients' enquiries (e.g. results f tests, transprt bkings, etc.) accrding t surgery prtcls relay messages t dctrs/practice nurses, as apprpriate liaise with Patient Services Manager and Dctr n-call fr requests fr urgent appintments and visits 1
1.3 Operate an effective appintment system fr the dctrs and practice nurses: make/mdify/cancel appintments fr patients bk fllw-up appintments at request f dctr 'bk in' patients fr current surgeries, if nt able t use Ivan bk new patient registratin checks and ther nursing prcedures 1.4 Prepare practice visit requests: enter details f new visits in visit bk pull ntes fr visits if requested by the Dctr print visit summaries 1.5 Ensure patients cncerns are dealt with and addressed where pssible at the time f enquiry, referring any issues yu are unable t be cmpete t the patient s satisfactin t the Patient Services Manager 1.6 T be aware f practice plicies and prtcls fr patients raising cncerns r making suggestins fr imprvement. 1.7 T reprt all incidences f abuse by a patient t the Patient Services Manager t enable these t be dealt with effectively in line with practice zer tlerance plicies. 1.8 T actively participate in practice discussins and feedback n patient cncerns t assist the practice in imprving services fr patients. 1.9 T prmte the Family and Friends Test within the practice 2.0 Patient Registratins Advise patients n practice registratin prcesses Cllate and check patient dcumentatin Advise patients if they are utside the practice bundary and prvide infrmatin n alternative practices patients can cnsider registering at and NHS Chices website Prvide patients with new patient infrmatin and advice n hw t bk and appintment, register as a carer and btain repeat medicatin If Administratin Assistant is unavailable prcess new patient registratins Prcess and cmplete Temprary Resident and New Patient frms Prcess 'Change f Address' frms Update patient recrds fr changes in cntact number/next f kin etc. 3.0 Dctr/Nurse Administratin supprt Cmplete patient tasks allcated by GP/Patient Services Manager ensuring actin is taken prmptly and update patient recrds accrdingly Use SystmOne cmmunicatins systems fr sending and receiving messages Retrieve letters/reprts/ntes, etc. as requested by dctrs Fax urgent messages and frward received faxes prmptly T undertake t receive and give ut apprpriate frms, letters, specimen cntainers as instructed by the primary health care team Scan and attach dcuments as per prtcl and check scanned in dcuments fr patient infrmatin received 2
4.0 Prescriptins (Medicines Management) Issue repeat prescriptins as per Practice prtcl Give ut prescriptins at frnt desk ensuring patent cnfidentiality is maintained Liaise with 'dctr n call' t issue urgent prescriptins Prmte use f nline and electrnic prescribing services t patients Liaise with Patient Services Manager/GPs/Prescribing Clerks t reslve patient prescriptin queries 5.0 Health and Safety and Keeping Patients frm harm 5.1 T cmply with all health and safety requirements f the staff rm, receptin area and waiting rm and practice fire prcedures. 5.2 T be aware f child and vulnerable adult safeguarding prcedures including lcal guidance and referral criteria. 5.3 T reprt and participate in practice audit and learning frm events ensuring the practice perates a n blame culture fr incidents and near misses 5.4 T maintain patient cnfidentiality and accurate recrd keeping. 6.0 Financial Respnsibilities 6.1 T cmply with practice plicies and prtcls fr the private patient fees received in receptin, recrding receipts fr mnies received daily. 7.0 Cmmunicatin and Participatin as a member f the practice team 7.1 T cmmunicate and wrk effectively with all team members bth within the practice with ther agencies. 7.2 T recgnise and understand the rle and respnsibilities f individuals wrking in the practice team. 7.3 T take respnsibility fr wn develpmental and training needs, including participatin in practice training events and appraisal prcesses. 8.0 Premises 8.1 T reprt any issues f equipment breakdwn and safety/risk within the practice t the Patient Services Manager withut delay. 8.2 T keep the staff rm, waiting rm tidy and the receptin area tidy ensuring all required frms, leaflets and timetables are available. 8.3 Security: Check drs/windws/skylights are clsed and lcked befre leaving in the evening Switch ff cmputers and ther electrical/heating appliances Divert and check phnes Set alarm 3
Practice Statements Cnfidentiality In the curse f seeking treatment, patients entrust us with, r allw us t gather, sensitive infrmatin in relatin t their health and ther matters. They d s in cnfidence and have the right t expect that staff will respect their privacy and act apprpriately. In the perfrmance f the duties utlined in this jb descriptin, the pst-hlder may have access t cnfidential infrmatin relating t patients and their carers, practice staff and ther healthcare wrkers. They may als have access t infrmatin relating t the practice as a business rganisatin. All such infrmatin frm any surce is t be regarded as strictly cnfidential Infrmatin relating t patients, carers, clleagues, ther healthcare wrkers r the business f the practice may nly be divulged t authrised persns in accrdance with the practice plicies and prcedures relating t cnfidentiality and the prtectin f persnal and sensitive data Health & Safety Emplyees must be aware f the respnsibilities place n them under the Health and safety at wrk act (1974) t ensure that agreed prcedures are carried ut t maintain a safe envirnment fr patients, visitrs and staff Equality and diversity The pst-hlder will supprt the equality, diversity and rights f patients, carers and clleagues, t include: Acting in a way that recgnizes the imprtance f peple s rights, interpreting them in a way that is cnsistent with practice prcedures and plicies, and current legislatin. Respecting the privacy, dignity, needs and beliefs f patients, carers and clleagues. Behaving in a manner which is welcming t and f the individual, is nn-judgmental and respects their circumstances, feelings pririties and rights. Cmmunicatin The pst-hlder shuld recgnize the imprtance f effective cmmunicatin within the team and will strive t: Cmmunicate effectively with ther team members Cmmunicate effectively with patients and carers Recgnise peple s needs fr alternative methds f cmmunicatin and respnd accrdingly Rehabilitatin f Offenders Act This pst is exempt frm the Rehabilitatin f Offenders Act 1974 therefre, yu are required t declare all criminal cnvictins, cautins, reprimands r final warnings and a DBS (data barring scheme) check will be carried ut n yur behalf. 4
Overtn Park Surgery Medical Receptinist Jb Descriptin Reviewed June 2016 BPS 5