JOB DESCRIPTION
JOB TITLE: Relief Medical Receptionist.
MAIN PURPOSE OF THE POST: To provide a point of contact for patients and act
as a focal point of communication between patients, doctors and other medial staff.
RESPONSIBLE TO: Deputy Practice Manager.
SPECIAL REQUIREMENTS OF THE POST:
i.)
An understanding, acceptance and adherence to the need for strict
confidentiality.
ii.)
An ability to use own judgement, resourcefulness, common sense and local
knowledge, to respond to patients enquiries and requests.
iii.)
Excellent communication skills.
iv.)
A good standard of keyboard skills.
MAIN DUTIES AND RESPONSIBILITIES OF THE POST:
General Reception Duties:
 Welcoming patients to the surgery in a polite and understanding manner
 Responding to all queries and requests for assistance from patients, doctors and
other visitors.
 Identifying cases of urgency and non-urgency and dealing with appropriately.
 Opening and closing of building as and when required and being familiar with the
alarm system.
 Ensuring all waiting areas are kept neat and tidy.
 Handing out and receiving specimen bottles to and from patients.
 Ensuring all documents relating to patient records and prescriptions are properly
secured.
 Retrieve and refile medical records as required and ensure they are neat and tidy
and in good repair.
 Preparing Doctors rooms prior to the start of surgeries.
Appointments System:
 Arranging appointments for patients using the computerised appointments system
 Cancelling appointments as necessary and informing patients by letter and
telephone.
 Checking patients in for appointments and logging arrivals on screen.
 Informing patients of any excessive waiting times and emergency call-outs.
 Arranging re-call and follow-up appointments by letter as and when required.
Filing
 Ensuring all clinical information is filed in the patient records within an
acceptable time-scale.
Prescriptions
To have an outline knowledge of the following:
 Know how to prepare routine repeat prescriptions for Doctors to authorise.
 Ensuring all prescription requests are processed within a 48 hour time-scale.
Job Description/SB/Feb 13
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Dealing with prescription queries from patients and pharmacies and passing to the
relevant Doctor if necessary.
Handing out prescriptions to patients.
Ensuring familiarity with the repeat prescription procedure in conjunction with the
pharmacy and dealing with any relevant administration relating to this scheme.
Telephone
 Receive and make calls as required and take messages appropriately.
 Transferring the emergency phone to the relevant person at the end of the day
 Being familiar with the Doctors mobile phones
Registering Patients
 Introducing patients to the Practice and answering any questions they may have
 Handing out all necessary information and forms to the patient at the point of
registration
 Registering regular, temporary resident and immediately necessary patients on the
computer.
 Preparing A4 folders for new patients.
 Ensuring correct completion of registration forms to send to the Health Authority
 Preparing new patient medical records for Doctor.
Home Visits & Ambulance Bookings
To have an outline knowledge of the following
 Dealing with home visit requests, recording in the practice diary and passing to
the relevant Doctor in an appropriate time-scale
 Preparing all printouts, records and any other necessary information for Doctors
prior to home visits.
 Being familiar with the Doctors on call procedure and change-over times
 Informing Doctors of emergency visits.
 Recording requests and organising ambulance transport.
 Ensuring familiarity with the emergency 999 procedure.
Administration
 Contacting patients who request to see completed forms and arranging convenient
times for them to attend.
 Informing patients of various charges and issuing receipts when necessary.
Confidentiality
To observe confidentiality of records and health information at all times and be aware
of and practice the principles of the Data protection Act of 1984, as this applies to
computerised information, the Access to Medical records Act (1990), the Computer
Misuse Act (1990) and the recommendations of the Caldicott report.
To comply with the Practice policies with regard to Health and Safety
Any other delegated duties considered appropriate to the post.
Job Description/SB/Feb 13