Medical Receptionist / Administrator

Job description

Job responsibilities

1. Reception Duties

• To record the time of arrival of each patient on the computerised appointment system and ensure that when the patient is called forward, they are clearly and correctly routed to the appropriate consulting or treatment room.
• Assist patients in completing online consultation forms to be triaged by the GP
• Ensure that patients without appointments but who need urgent consultation are seen in a logical and non-disruptive manner
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover.Ensure procedures are completed.
• Advise patients of relevant charges for private services, accept payment and issue receipts for same
• Respond to all queries and requests for assistance from patients and other visitors
• Enter requests for home visits onto computer including all relevant information and where necessary refer to the doctor
• Ensure that requests for repeat prescriptions are actioned and forwarded to the prescription desk for processing.
• Check Out of Hours (OOH) list and ensure patients are moved over to the Urgent Care Team in accordance with practice protocol.
• Ensure that any telephoned lab results are acted on according to the practice protocol.
• Ensure reception and waiting areas are kept neat and tidy
• To ensure all matters arising during her period of duty in reception, or wherever she is employed, that cannot reasonably be dealt with during the duty period, are passed to the incoming receptionist in a clear and concise manner.

2. Prescription Duties

• To check all prescription desk answer-phone messages when carrying out prescription desk duties ensuring patient medication is accurately updated as advised by GPs and prescriptions are produced via the computer

• To answer the prescription desk telephone during the opening hours
• To process, all medication requests sent in by patients using the agreed practice protocols in place
• To action all medication requests from the surgery web site and email account at least twice daily
• To collect paper prescription requests from the post box and reception on a regular basis during the working day
• To liaise with patients, pharmacies, hospitals and all other care environments regarding queries and requests.
• To ensure 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 most efficient and appropriate way
• To ensure that patient queries regarding medication are highlighted in the most efficient way to the relevant GP
• To promote the use of online prescription requests via the NHS App and patient access.

3.Administration Duties

• Work alongside the secretarial team on all work undertaken as part of the performance of the contract including QOF and enhanced national or local services and all contract activity.
• Working as part of a team sharing responsibility for the smooth running of the administration department.
• Ensure security of data at all times
• Working as part of a team sharing responsibility for the smooth running of the administration department.
• To assist with the provision of cover for colleagues absences. This involves extra shifts to cover leave and sickness.

4. Managment of Appointment System

• Ensure total familiarity with all appointments systems in use, including regular and ad-hoc variations
• Book appointments and recalls in accordance with practice policy

5. Management of Medical Records

• Ensure that correspondence, reports etc. are filed in the correct record
• Ensure that all patient details are kept up to date on the computer

6. Operation of Telephone System

• Receive and make calls as required. Divert calls and take messages as appropriate
• Ensure that the system is operational at the beginning of each day and switched over to the out of hours answer phone at the end of the day.

7. Start and End of Day Procedures

• Open up premises at the start of each day and make all necessary preparation to receive patients
• Secure premises at the end of each day and activate alarm upon leaving the building as required
• Prepare consulting rooms by changing name plates over at the end of each day

Person Specification

Qualifications

Essential

• GCSE in Maths and English grade 4 or above (or equivalent) are essential
• Customer service experience
• Excellent communication skills
• Knowledge of email, Microsoft Office packages

Desirable

• Knowledge of EMIS Web and previous prescription experience

Employer details

Employer name

The Crown Medical Centre

Address

Venture Way

Taunton

Somerset

TA2 8QY

Employer's website

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