Receptionist

To provide assistance to GPs and Practice Staff, act as a point of contact for patients, and serve as a focal point of communication between patients, GPs and other clinical staff.

ADMINISTRATION

• Maintain, update and monitor the computerised registration database, ensuring that all new registrations are entered, patient registration status is updated, accuracy is monitored and all transfers are effected promptly.
• Monitor stock levels, usage and re‑order requirements of stationery and sundry items and liaise with the practice manager for orders.
• Scanning duties: open and sort post according to protocol, enter all post into the computerised system using the relevant scanning machine and software, stamp and sort into appropriate GP post folders.
• Deal with solicitor requests for notes: prepare patient records (by posting or photocopying) after GP authorisation, print relevant previously scanned records, manage a small petty cash float for postage, arrange recorded delivery.
• Desktop publishing: produce posters, stationery and practice leaflets, print and photocopy from master letterheads, compliment slips and fax sheets; put up posters and leaflets weekly, refill leaflet racks and tidy daily.

RECEPTIONIST

• Reception duties: receive patients, check appointments against the computer system, ensure efficient flow into consulting and treatment rooms, manage urgent consultations, explain practice arrangements, advise on charges for private services, accept payment and issue receipts, respond to all queries and requests for assistance, enter home visit requests and ambulance transport details, keep reception and waiting areas neat.
• Using the appointment system: ensure familiarity, book appointments and recalls, monitor effectiveness of the system and report any problems.
• Repeat prescriptions: receive written repeat prescription requests, prepare prescription forms (except controlled drugs) ready for doctor signature, enter details into patient records, refer incorrect or insufficient requests, act as point of contact for patient enquiries, ensure follow‑up, check prescriptions ready for issue and bring to doctor’s attention if not collected.
• Preparation of consulting rooms: ensure rooms are prepared for each session, check required forms and supplies, restock as needed, tidy and secure rooms after each session.
• Operation of telephone system: receive and make calls, divert calls and take messages as appropriate, ensure system operational at start and end of day.
• Start and end of day procedures: open premises, set alarms, make preparations for patients, secure premises at end of day, ensure lights off, windows closed, computers off, alarm activated.
• Other delegated duties considered appropriate to the post.

QUALIFICATIONS

• Experience with Windows software (eg. WORD, EXCEL) and good keyboard skills.
• Computer literacy.
• Experience of working in primary care or a caring environment (not essential).
• Understanding, acceptance and adherence to confidentiality.
• Ability to use judgment, resourcefulness, commonsense and local knowledge to respond to patient enquiries.
• Proven accuracy in transcribing information from request to issue of prescription.
• Ability to work without direct supervision and determine own workload priorities.
• Excellent communication skills.

We are a busy NHS Training Practice in the centre of Dartford with just over 7,500 patients. We have 5 General Practitioners, 2 Practice Nurses and 2 HCAs and 11 members of staff within the Management, Secretarial, Reception and Administrative Teams.