JOB DESCRIPTIONMEDICAL RECEPTIONIST

MAIN PURPOSE OF POST:To provide a point of contact for patients and act as a focal point of communication between patients, doctors and other medical staff.

RESPONSIBLE TO:Senior Receptionist

MAJOR DUTIES AND RESPONSIBILITIES OF THE POST

1Reception Duties:

iMonitor flow of patients into consulting and treatment rooms

iiEnsure that patients without appointments but who need “urgent consultation” are seen in a logical and non disruptive manner.

iiiExplain practice arrangements and formal requirements to new patients, and those seeking temporary cover, ensure procedures are completed.

ivAdvise patients of relevant charges for private services, accept payment and issue receipts of same.

vRespond to all queries and requests for assistance from patients and other visitors.

viEnter requests for home visits on computer, stating time received and including all relevant information, and where necessary, refer to the Duty Doctor.

viiAction requests for ambulance transportation and enter details in appropriate book.

viiiEnsure reception and waiting areas are kept neat and tidy.

2Management of appointment systems:

iEnsure total familiarity with all appointment systems in effect, including regular and incidental variations.

iiBook appointments and recalls ensuring sufficient information is recorded to retrieve medical record.

iiiMonitor effectiveness of the system and report any problems or variations required.

3Management of Medical Records:

iEnsure that records are accurately assembled in advance when required for consulting sessions Ensure that the record is available for the Doctor in the instances or urgent consultation.

iiRetrieve and refile records as required, ensuring that strict alphabetic order is adhered to.

iiiEnsure correspondence, reports, results, etc are filed in correct record.

ivEnsure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.

4Preparation of consulting rooms:

iEnsure that the consulting rooms are prepared in readiness for each consulting session, checking full range of forms and requirements and restocking as required.

iiEnsure that the consulting rooms are checked at the end of each consulting session and left tidy and secure.

5Operation of telephone system:

iReceive and make calls as required. Divert calls and take messages as appropriate.

iiEnsure that system is operational at the beginning of each day and switched over to night service and answer phone operational at the end of each day.

6Start and end of day procedures:

iOpen up premises at the start of day, set alarm to day function, as required and make all necessary preparation to receive patients.

iiSecure premises at end of day, as required, ensure the building is totally secured, internal light off and alarm activated.

7Any other duties considered appropriate / specific to the post as detailed and agreed with the Senior Receptionist / Practice Manager

Special requirements of the post

iAn understanding, acceptance and adherence to the need for strict confidentiality.

iiAn ability to use own judgment, resourcefulness, common sense and local knowledge, to respond to patients’ enquiries and requests.

iiiExcellent communications skills.