Job responsibilities
Receptionist job description &
person specification
Job
Title
Medical Administrator
Line
Manager
Office
Manager
Accountable
to
Practice
Manager
Hours
per week
37.5
Job
Summary
To be responsible for
undertaking a wide range of administrative 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 appointment system, booking
appointments, processing of information and assisting patients as required.To act as the central point of contact for
patients, 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. Scan
and input data into patient's medical records, complete actions as instructed
by the clinicians, process post and electronic clinical letters using the
practice clinical IT system
Mission
Statement
Southlands
Medical group is a long-established GP practice that is committed to its good
reputation for being caring and innovative by providing high quality medical
services. We take a pro-active approach to the many changes in the NHS and
achieve this through our appropriately trained, approachable and supportive
practice team.
Generic
Responsibilities
All staff at Southlands
Medical Group have a duty to conform to the following:
Equality, Diversity & Inclusion
A
good attitude and positive action towards ED&I creates and environment
where all individuals are able to achieve their full potential. Creating such
an environment is important for three reasons: it improves operational
effectiveness, it is morally the right thing to do, and it is required by
law.
Patients
and their families have the right to be treated fairly and be routinely
involved in decisions about their treatment and care. They can expect to be
treated with dignity and respect and will not be discriminated against on any
grounds including age, disability, gender reassignment, marriage and civil
partnership, pregnancy and maternity, race, religion or belief, sex or sexual
orientation. Patients have a responsibility to treat other patients and our
staff with dignity and respect.
Staff
have the right to be treated fairly in recruitment and career progression.
Staff can expect to work in an environment where diversity is valued and
equality of opportunity is promoted. Staff will not be discriminated against
on any grounds including age, disability, gender reassignment, marriage and
civil partnership, pregnancy and maternity, race, religion or belief, sex or
sexual orientation. Staff have a responsibility to ensure that you treat our
patients and their colleagues with dignity and respect.
Safety, Health,
Environment and Fire (SHEF)
This
practice is committed to supporting and promoting opportunities to for staff
to maintain their health, well-being and safety. You have a duty to take
reasonable care of health and safety at work for you, your team and others,
and to cooperate with employers to ensure compliance with health and safety
requirements. All personnel are to comply with the Health and Safety at Work
Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire
Precautions (workplace) Regulations 1999 and other statutory
legislation.
Confidentiality
This practice is committed to
maintaining an outstanding confidential service. Patients entrust and permit
us to collect and retain sensitive information relating to their health and
other matters, pertaining to their care. They do so in confidence and have a
right to expect all staff will respect their privacy and maintain
confidentiality at all times. It is essential that if, the legal requirements
are to be met and the trust of our patients is to be retained that all staff
protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve
and improve the quality of our output, all personnel are required to think
not only of what they do, but how they achieve it. By continually
re-examining our processes, we will be able to develop and improve the
overall effectiveness of the way we work. The responsibility for this rests
with everyone working within the practice to look for opportunities to
improve quality and share good practice.
This practice continually
strives to improve work processes which deliver health care with improved
results across all areas of our service provision. We promote a culture of
continuous improvement, where everyone counts and staff are permitted to make
suggestions and contributions to improve our service delivery and enhance
patient care.
Induction Training
On arrival at the practice all
personnel are to complete a practice induction programme; this is managed by
the Assistant Practice
Manager.
Learning and Development
The effective use of training
and development is fundamental in ensuring that all staff are equipped with
the appropriate skills, knowledge, attitude and competences to perform their
role. All staff will be required to partake and complete mandatory training as
directed by the Practice Manager using the Practice training tool. Staff will also be permitted (subject to
approval) to undertake external training courses which will enhance their
knowledge and skills, progress their career and ultimately, enable them to
improve processes and service delivery.
Collaborative Working
All staff are
to recognise the significance of collaborative working. Teamwork is essential
in multidisciplinary environments. Effective communication is essential and
all staff must ensure they communicate in a manner which enables the sharing
of information in an appropriate manner.
Service Delivery
Staff at Southlands
Medical Group must adhere to the information contained with practice policies
and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information
during the induction process regarding policy and procedure.
Security
The security
of the practice is the responsibility of all personnel. Staff must ensure
they remain vigilant at all times and report any suspicious activity immediately
to their line manager. Under no circumstances are staff to share the codes
for the door locks to anyone and are to ensure that restricted areas remain
effectively secured.
Professional Conduct
At Southlands
Medical Group, staff are required to dress appropriately for their role.
Administrative staff will be provided with a uniform whilst clinical staff
must dress in accordance with their role.
Leave
All personnel
are entitled to take leave this must be in agreement with Line managers; this
will be allocated on a fair basis that is convenient to the practice and the
rest of the reception team.
Primary
Responsibilities
The following
are the core responsibilities of the receptionist. There may be on occasion,
a requirement to carry out other tasks; this will be dependent upon factors
such as workload and staffing levels:
a.
Maintaining
and monitoring the practice appointment system
b.
Process
personal, telephone and e-requests for appointments
c.
Answer
incoming phone calls, transferring calls or dealing with the callers request
appropriately
d.
Signpost
patients to the correct service
e.
Initiating
contact with and responding to, requests from patients, team members and
external agencies
f.
Read
code data on EMIS Web Clinical system.
g.
Photocopy
documentation as required
h.
Data
entry of new and temporary registrations and relevant patient information as
required
i.
Promote
online registration and use familiarising yourself with the online
registration to help patients utilise it.
j.
Generate
repeat prescriptions, both electronically and paper version ensuring the
patient does not exceed their monthly allocation. Highlighting any issue identified in this
process including adding queries to the practice online query request system
k.
Input
data into the patients healthcare records as necessary
l.
Direct
requests for information i.e. SAR, insurance / solicitors letters and DVLA
forms to the administrative team
m. Manage all queries as necessary in an
efficient manner
n.
Carry
out system searches as requested
o.
Maintain
a clean, tidy, effective working area at all times
p.
Monitor
and maintain the reception area and notice boards
q.
Support
all clinical staff with general tasks as requested
Secondary
Responsibilities
In addition
to the primary responsibilities, the medical administrator may be requested
to:
a.
Support
administrative staff, providing cover during staff absences
b.
Action
incoming e-mails to the practice admin email account throughout the day
c.
Scanning
of patient related documentation and attaching scanned documents to patients
healthcare records
d.
Complete
opening and closing procedures in accordance with the duty rota
e.
Monitoring
of stationery supplies informing the admin team of stock