Job Description
RECEPTIONIST/ADMISISTRATOR JOB DESCRIPTION
JOB TITLE: RECEPTIONIST/ADMINISTRATOR
REPORTS TO: PRACTICE MANAGER
The purpose of the role is to:
- 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
- Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
- Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical 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 administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Office Manager/Practice Manager, dependent on current and evolving practice workload and staffing levels:
- Opening up/locking-up of practice premises and maintaining security in accordance with Practice protocols
- Ensure building security – have thorough knowledge of doors/windows/alarm
- Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
- Process patients change of address – computer data and medical records (have knowledge of practice area.
- Process appointment requests for today future appointments from patients by telephone and in person.
- Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
- Processing and distributing incoming (and outgoing) mail
- Registrations of new patients
- Taking messages and passing on information
- Filing and retrieving paperwork
- Processing repeat prescriptions in accordance with practice guidelines
- Deal with visits requests
- Process patients change of address – computer data and medical records (have knowledge of practice area.
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
- Ordering, re-ordering and monitoring of stationery and other supplies
- Provision of refreshments for staff and visitors as required; keeping the kitchen area clean and tidy
- Keeping the reception area, tidy and free from obstructions and clutter
To process, all repeat medication requests sent in by patients using the various protocols in place
- To print off repeat medication requests from electronic requests at least twice daily.
- To collect repeat prescription requests from the post box and reception.
- To liaise with patients and chemists regarding queries and requests.
- To ensure repeat medication is issued in line with the protocols that are already in place, and where queries are raised that they are dealt with in the best way.
- To ensure that patient queries on medication are highlighted to the relevant GP
- To on a regular basis go through prescriptions not picked up and unlikely to be picked up as a result of the timescale, to remove the details from the patient records and then destroy the prescription
- Process patients change of address – computer data and medical records (have knowledge of practice area.
- Enter patient information on to the computer as required
- Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
- Ensure incoming letters are scanned onto the patient record within a 48/72 hour timescale
- Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
- Scan patient related documents onto their medical record using read codes as agreed by the clinical team
- Add any additional information about the source of the document
- Access and process communications via NHS net
- Use of electronic communications
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & safety:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize people’s needs for alternative methods of communication and respond accordingly
Contribution to the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Job Type: Part-time
Part-time hours: 20 per week
Salary: From £9.80 per hour
Benefits:
Schedule:
Ability to commute/relocate:
- Prescot, L35 4LL: reliably commute or plan to relocate before starting work (required)
Work Location: One location
Application deadline: 04/03/2023
Reference ID: Longton Medical Centre