Medical Receptionist/Administrator

Job description

Job responsibilities

Job Summary:

To be responsible for undertaking a wide range of reception duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to: greeting and directing patients, effective use of the telephone system, appointment system, booking appointments, processing of information and assisting patients as required. To act as the central point of contact for patients, ensure the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies, such as secondary care and community service providers.

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 practice management team, dependent on factors such as workload, staffing levels and the business needs of the practice.

• Maintain and monitor the practice appointments system.

• Process face to face and telephone requests for appointments and home visits.
• Answer incoming phone calls, transferring callers or dealing with the callers request appropriately.
• Deal with incoming online requests from patients, eg practice emails etc
• Signpost patients to the correct service.
• Processing and distributing incoming (and outgoing) mail.
• Processing repeat prescriptions in accordance with practice guidelines.
• Enter data in patient records using the EMIS clinical system.
• Data entry of new and temporary registrations and relevant patient information as required.
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
• Clearing and re-stocking consulting rooms as required.
• Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying.
• Monitoring of stationery and other supplies.
• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.
• Charging patients the appropriate amount for private work, providing a receipt to the patient and recording the charge in the petty cash book.
• Make sure patients medical records are up to date, ie contact numbers, address, smoking status and next of kin.
• Make sure patients are up to date with reviews.
• Helping new reception staff and training of new reception staff.

Your job role may also include:

• Referrals external and internal.

• Scanning of letters and relevant correspondence into patients notes.
• Code patient medical records.
• Summarisation of patient notes when requested.
• Solicitor reports and private letters.
• Action daily admin/patient tasks.
• Recalling patients for reviews.

Person Specification

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties

Desirable

• Experience of working in a health care setting

Qualifications

Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)

Desirable

• AMSPAR Receptionists Qualification
• NVQ Level 2 or above in Health and Social Care

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Knowledge and Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Desirable

• EMIS Clinical System user skills

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

Fairfax Group Practice

Address

Fairfax Road

Prestwich

Manchester

M25 1BT

Employer's website

https://www.fairfaxgrouppractice.nhs.uk/ (Opens in a new tab)