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Job description and person specificationJob title

Medical Receptionist

Line manager

Reception Manager

Accountable to

Practice Manager

Hours per week

16 hours per week

Monday 7.45am to 3.15pm

Friday 8.30am to 6.30pm

Salary

£10.42 per hour

Job summary

To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team. Duties can include, but are not limited to, greeting and directing patients, effective use of the appointment system, booking appointments, the processing of information and assisting patients as required.

To act as the central point of contact for patients, the distribution of information, messages and enquiries for the clinical team, liaising with multi-disciplinary team members and external agencies such as secondary care and community service providers.

Mission statement

To enable and promote the wellbeing of all our registered patients using advice, treatment and the coordination of available NHS resources in a way that is Well led, Effective, Responsive, Caring and Safe.

Generic responsibilities

All staff at Marple Medical Practice have a duty to conform to the following:

Equality, Diversity and Inclusion

A good attitude and positive action towards Equality Diversity & Inclusion (ED&I) creates an environment where all individuals can achieve their full potential. Creating such an environment is important for three reasons – it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.

The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.

All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.

All personnel are to comply with the:

• Health and Safety at Work Act 1974


• Environmental Protection Act 1990


• Environment Act 1995


• Fire Precautions (workplace) Regulations 1999


• Coronavirus Act 2020


• Other statutory legislation which may be brought to the post holder’s attention

Confidentiality

The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality.

It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.

Quality and Continuous Improvement (CI)

To preserve and improve the quality of this organisation’s outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.

The responsibility for this rests with everyone working within the organisation to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care.

Marple Medical Practice continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice.

All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.

Induction

At Marple Medical Practice, you will be required to complete the induction programme and the practice management team will support you throughout the process.

Learning and development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed by the Practice Manager. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate.

The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences).

The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning.

Collaborative working

All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.

Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery

Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence. Plans and outcomes by which to measure success should be agreed.

Managing information

All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information.

Data should be reviewed and processed using accurate SNOMED/read codes to ensure easy and accurate information retrieval for monitoring and audit processes.

Service delivery

Staff will be given detailed information during the induction process regarding policy and procedure. The post holder must adhere to the information contained within the organisation’s policies and regional directives, ensuring protocols are always adhered to.

Security

The security of the organisation is the responsibility of all personnel. The post holder must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.

Under no circumstances are staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured. Likewise, password controls are to be maintained and are not to be shared.

Professional conduct

All staff are required to dress appropriately for their role.

Leave

All personnel are entitled to take leave. Line managers are to ensure all their staff are afforded the opportunity to take a minimum of 28 days’ leave each year (pro-rated for part-time staff and entitlement is inclusive of statutory requirements).

Primary key responsibilities

The following are the core responsibilities of the Receptionist. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way.

Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical and secretarial support to clinical staff and other members of the Practice team.

Facilitate effective communication between patients, members the primary health care team, secondary care, and other associated healthcare agencies.

Duties and Responsibilities:

The duties and responsibilities to be undertaken by members of the Practice Reception team may include any or all the items in the following list. Duties may be varied from time to time under the direction of the Practice Manager, dependent on current and evolving Practice workload and staffing levels:

Reception

• Maintain and monitor the practice appointment system.


• Process personal, telephone and e-requests for appointments


• Answer incoming phone calls, transferring calls or dealing with the callers’ request appropriately.


• Enter requests for home visits into the clinical system, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor


• Signpost patients to the correct service


• Initiating contact with and responding to, requests from patients, team members and external agencies


• Clinically code data on EMIS Web clinical system


• Photocopy documentation as required.


• Data entry of new and temporary registrations and relevant patient information as required.


• Input data into patients’ healthcare records as necessary


• Direct requests for information, i.e., SAR, insurance/solicitors’ letters and DVLA forms to the administrative team.


• Manage all queries as necessary in an efficient manner.


• Carry out system searches as requested.


• Maintain a clean, tidy, effective working area at all times.


• Monitor and maintain the reception area and notice boards.


• Support all clinical staff with general tasks as requested.


• Handing completed repeat prescriptions to patient and checking names and address. Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same


• Taking messages and passing on information


• Keeping the reception area, noticeboards, and leaflet dispensers tidy and free from obstructions and clutter


• Provision of refreshments for staff and visitors as required, loading and emptying the dishwasher and keeping the kitchen area clean and tidy.

Administration

• Opening up/locking‐up of Practice premises and maintaining security in accordance with Practice protocols


• To have a thorough knowledge of all Practice procedures.


• To work in accordance with written protocols


• Photocopy as requested.


• Processing and distributing incoming (and outgoing) mail.


• Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually.


• Sort and distribute accordingly any correspondence and records received in the weekly delivery from the Health Authority

Computer Systems

• Computer data entry and medical records.


• Process patients change of address – computer data and medical records (have knowledge of Practice area)


• Check, monitor and deal with items as they appear in the GP links system.


• Scanning patient documentation into our computer system


• Process Patient notes and correspondence:


• Regularly review all personal & practice email in boxes for important information


• Register new patient information onto practice clinical system.

Financial records

• Keep accurate and detailed records of petty cash transactions.

Secondary responsibilities

In addition to the primary responsibilities, the Receptionist may be requested to:

• Partake in audit as directed by the audit lead.


• Support administrative staff, providing cover during staff absences

Person specification – Receptionist

Qualifications

Essential

Educated to GCSE level or equivalent

Desirable

GCSE Mathematics and English (C or above)

AMSPAR Receptionist Qualification

NVQ Level 2 in Health and Social Care

Experience

Essential

Experience of working with the general public

Experience of administrative duties

Desirable

Experience of working in a healthcare setting

Skills

Essential

Excellent communication skills (written and oral)

Strong IT skills

Clear, polite telephone manner

Personal Qualities

Essential

Polite and confident

Flexible and cooperative

Motivated

High levels of integrity and loyalty

Sensitive and empathetic in distressing situations

Ability to work under pressure

Other requirements

Disclosure Barring Service (DBS) check

Notes:

The job description and person specification may be amended following consultation with the post holder to facilitate the development of the role, the organisation and the individual.

All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation.

Job Type: Part-time

Salary: £10.42 per hour

Expected hours: 16 per week

Ability to commute/relocate:

• Stockport, SK6 6AB: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (preferred)

Experience:

• Medical Receptionist: 1 year (required)

Work Location: In person

Reference ID: MEDREC/092023