Patient Admin Services Assistant (Receptionist)

Job description

Job responsibilities

Responsiblities:

The duties and responsibilities to be undertaken when in the services 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 Patient Services Supervisor and dependent on current and evolving practice workload and staffing levels:

Opening up/locking-up and maintaining security of the area occupied by the practice in accordance with practice procedures

Maintaining and monitoring the practice appointments as required

Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional where appropriate

Dealing effectively with telephone and other enquiries, taking messages and passing on information to team members as necessary

Processing new patient registrations and removing/transferring existing patients, including the in/out movement of patient records, as required

Processing repeat prescriptions in accordance with practice protocols, including requests sent via Patient Online Access.

Entering requests for home visits onto the clinical system, ensuring careful recording of all relevant details and where necessary refer to the Duty Doctor.

Contacting patients informing them of any action which may have been taken following their completion of E-consult forms, for example advise a prescription has been done.

Undertaking computer data entry/data allocation and collation; processing and recording information in accordance with practice protocols

Filing patient notes, clinical letters/results and other correspondence as well as undertaking general administrative duties such as photocopying and scanning as required

Clearing and re-stocking consulting rooms as required

Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

Processing and distributing incoming (and outgoing) mail as required

To provide comprehensive administrative support to members of the multi-disciplinary practice team as required. This means using other NHS/third party computer systems to produce letters, reports and correspondence as well as photocopying and filing etc

To be responsible for scanning, marry up of medical records, data entry, notes summarising and file maintenance/archiving etc. as required and in accordance with practice protocols and procedur

To receive, open and distribute incoming mail, responding to routine matters where appropriate.

To deal effectively with referrals and other tasks as required.

To deal effectively with telephone and other enquiries relating to the Practice, communicating information to and from team members as necessary.

To liaise with other NHS organisations/staff and outside agencies regarding patient or practice matters on behalf of the clinical team.

To set up meetings, prepare agendas, take minutes and distribute notes of meetings as required.

To be responsible for arranging and maintaining adequate levels of stationary and other general office supplies.

To maintain appropriate records and prepare reports/statistics as required.

To assist with monthly, quarterly and annual performance returns and payment claims as required.

Providing cover as required in the absence of a team member(s).

To attend practice meetings as required and take minutes.

To participate in planned programmes of training and to undertake mandatory training as required.

Produce and circulate regular monitoring reports.

Assist the Management Team/Partners in ensuring compliance with contracts and specifications as required

Person Specification

Experience

Essential

• Proven administrative experience.
• Proven experience of working in an office environment in an NHS setting.
• Good telephone manner.
• Ability to maintain a high level of confidentiality.
• Ability to work to tight timescales/deadlines and under pressure, whilst maintaining accuracy and attention to detail.
• Excellent communication, interpersonal and customer care skills.
• Flexible working attitude.

Desirable

• Previous reception/ administrative experience working within an NHS setting.
• Experience of working in a customer focused environment.
• Ability to use NHS systems ie EMIS
• Ability to use own initiative and to be innovative.

Qualifications

Essential

• GCSE A - C in English and Maths

Desirable

• Keyboard skills
• Knowledge of Microsoft programs would be helpful, word, outlook, excel.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Heron Practice

Address

John Scott Health Centre

Green Lanes

London

N4 2NU

Employer's website

https://www.heronpractice.co.uk/ (Opens in a new tab)