Medical Receptionist

**Position Description - General Practice Receptionist**

**Reports to**: Practice Manager

**Purpose of position**

To warmly welcome and engage with patients who enter the clinic. Also to organise appointments, maintain records and perform medical & other tasks in order to ensure smooth and efficient functioning of the practice and provide an exceptional standard of care to our patients.

This is an ongoing casual role with the potential to move to a permanent role. The job will be based in Melton with the possibility of some travel required to Hoppers Crossing and Braybrook on an as needed basis.

**Responsibilities **The following duties are to be carried out in conjunction with the Practice Policy and Procedures manual where applicable.

**Reception**
- Open and Close clinic as per set procedure (Procedure attached).
- To greet patients and other callers at the Practice in a courteous and efficient manner.
- To answer the telephone promptly and courteously.
- To make appointments for patients following set procedures (Procedure attached).
- To issue patients invoices/receipts and bulk bill as required.
- To enter and update patient registrations and patient Notes on the computer.
- To deal with referring doctors, hospital staff, pharmacists etc courteously and helpfully.
- To deal with emergencies when necessary, following set procedures.
- Transfer test result calls to nurse or take message.
- Take prescription requests and send messages to doctors via Best Practice Messages, by linking the patient to the message.
- Attend to account queries if possible or refer problems to the Practice Manager.
- To exercise confidentiality in regard to patient care and all aspects of the practice.
- Ensure abnormal result policy is adhered to.
- Maintain the reception area in a tidy and welcoming manner.
- Make sure posters in the waiting room is in good condition
- Follow reception procedure checklist for infection control
- Ensure doctors rooms are tidy and supplies both medical and stationary are stocked properly
- Follow cleaning procedure if cleaner is not present
- Ensure Registration, Health Summaries, Patient Information sheets, New Patient Packs and information displays are correct and current and enough in supply.
- Ensure patients are not required to wait excessive periods of time for an appointment, and that patients are informed of possible delays.
- Assist doctors and nurses by making phone calls, photocopying etc.
- Read Best Practice messages.
- Check Faxes regularly and allocate them via bulk document.
- Fill in the roster when staff are away on holidays and sick leave.

**Administration**
- Preparing and recording outgoing mail and posting daily.
- Open and distribute incoming mail.
- Scanning patient correspondence, results etc. to patient record.
- Maintain cash tin.
- Recall patients for review consultation.
- Allied health appointment confirmation.
- Call patients who missed their appointments.
- Shredding confidential documents.

**Other Duties**
- To actively participate in general staff meetings.
- To attend training sessions in-house and external courses when required.
- General housekeeping such as tidying and cleaning of the waiting room etc. when necessary.
- To undertake other duties as required from time to time by the Practice Manager, Nurses and Doctors.
- Knowledge of occupational health and safety principles including infection control.
- Check the suggestion box and restock the suggestion forms.
- Consistently be aware of OHS requirements and comply with them.
- Infection Control at Reception Area/Consulting Rooms (Wipe keyboards, phones, phone cradle and beds with alcohol towel wipe).
- Stock up Consulting Rooms with required medical supplies as listed (list attached).
- Clean up the treatment room bench and sink. Remove all dishes from the sink and bin all disposable instruments in the sharps container (at the end of the day).
- Fridge temperatures to be checked and medical waste to be removed if nurse is not present
- Check all entries and windows before closing

**Expected behaviours and personal attributes**
- Demonstrated patient-focused approach in service provision with genuine empathy and interest in their needs.
- Excellent interpersonal and communication skills.
- Be always well-presented, friendly, courteous and obliging. Represent the practice in a confident and positive manner at all times.
- Undertake all duties in a diligent manner, with honesty and integrity,
- Maintain absolute confidentiality regarding patient and practice information.
- Have a vigilant attitude to accuracy, being prepared to double check as necessary.
- Work cooperatively and independently.
- Demonstrate ability to prioritise and organise, with attention to detail.

**Education, Qualifications and Experience**

**Essential**:

- Basic knowledge of MS Word and Excel.
- Well versed in, and knowledgeable of medical terminology
- 1 year of experience in medical receptionist/secretarial role.
- Work