Medical Receptionist – Job Description



Apprentice Receptionist / Medical Secretary– Job Description.

Duties and Responsibilities

The post holder will be expected to undertake a variety of roles and perform a number of functions under supervision. The following list of duties is intended to indicate the range rather than set limits.

Overall objective: To work as part of the practice reception team, to have a thorough knowledge of all Practice procedures and to work in accordance with written protocols. Also to assist the medical secretary with referrals and audio typing.

Key areas of reception activity:

• Make appointments over the telephone, at the reception desk and on the computer system

• To use the practice computer system and to use other systems where appropriate eg scanning, patient partner, choice and book.

• To be involved in reporting and call up of patients meeting specific criteria.

• To be polite and useful to patients enquiries.

• To distribute loan equipment and take deposits correctly.

• To correctly filter calls and visitors to remove uneccessary contact from people going through to clinical staff and the practice manager.

• To undertake the registration of patients and deal appropriately with changes of address/name using the practice computer system

• To keep up to date with practice changes and policies by using emis mails and updates and the shared server.

• To suggest changes to improve services.

• To flag problems with a relevant member of the team.

• To respond to patient enquiries where needed consulting with members of practice team first.

• To correctly handle samples and store them appropriately.

• To deal with the practice’s incoming and outgoing mail

• To deal with repeat prescriptions – for them to be checked and signed by a GP.

• To undertake checks of patient details when required

• Filing, faxing and photocopying as required

• To undertake training as appropriate – and continue ongoing college training until completed.

Key areas of Medical secretary role:

• You will learn to audio type from digital dictation

• Understand and follow referral pathways

• Use your new understanding of medical terminology to write letters and refer patients using various IT systems.

This job description should be regarded only as a guideline to the duties required and is not definitive or restrictive in any way, and may be reviewed in the light of changing circumstances following consultation with the post holder.

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.

Person specification

Essential: Excellent verbal communication and interpersonal skills at all levels

Excellent team working skills

Ability to work alone

Ability to show initiative

Good general education (literacy and numeracy)

Organised with attention to detail

Able to demonstrate an understanding of patient confidentiality

Willingness to undertake full training

Desirable: Experience in dealing with the public

General understanding of the NHS

Previous experience in medical practice

Familiar with computer systems

Flexible working hours

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