Medical Reception

Our highly skilled team at Cockburn Medical Centre has not only a passion for helping people feel better, but for helping them live better lives.  

Our dedicated and caring team is made up of 13 Doctors, 1 Dietitian, 1 Physio, 1 Podiatrist, 5 Nurses, 8 Receptionists and the Practice Manager.  Our practice is fully computerized, using Best Practice medical software.

Position Description – General Practice Receptionist Job title: Receptionist Reports to: Practice Manager

Purpose of position

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.

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.
• 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.
• To issue patients invoices/receipts and bulk bill as required.
• To enter and update patient registrations and patient Notes in 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.
• Attend to account queries if possible or refer problem to Practice Manager.
• To exercise confidentiality in regard to patient care and all aspects of the practice.
• Maintain reception area in a tidy and welcoming manner.
• 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.
• Check and handle internal emails.
• Read communication emails and respond accordingly
• Fill in roster when staff away on holidays and sick leave.

Administration

• Preparing and recording outgoing mail and posting daily.
• Open and distribute incoming mail.
• Scanning and/or filing patient correspondence, results etc.
• Maintain patient information, updating current information, linking family members and unlinking independent children, archiving.

Other Duties

• To actively participate in general staff meetings.
• To attend training sessions in-house and external courses when required.
• Clean kitchen and post mail on a rotational basis
• General housekeeping such as tidying and cleaning of 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.
• Consistently be aware of OHS requirements and comply with them.

 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.
• Demonstrate commitment to ongoing professional development.

 Education, Qualifications and Experience 

Desirable:

• Basic knowledge of MS Word and Excel.
• Completion of an accredited Medical Receptionist course/ knowledge of medical terminology
• Minimum of one year’s experience in Medical Receptionist/secretarial role.
• Knowledge of Best Practice software and medical CPR/Triage training and/or experience
• Experience with specific social groups serviced by practice, such as adolescents, aged care, migrant or refuge groups, aboriginals & Torres Straight islanders, etc.
• Training and/or experience in management of emergencies, handling complaints, Medicare & health funds, basic infection control, safe handling & disposal of medical waste etc.

 Hours Of Work: 20-25hours per week  (Minimum 15 hours per week)