Job responsibilities
JOB TITLE: RECEPTIONIST
ADMINISTRATOR
REPORTS TO: PRACTICE MANAGEMENT
HOURS: 37.5 hours per week
Monday to Friday
Monday 12.30 pm- 6.30 pm
Tuesday 10.00 am - 4.00 pm
Wednesday 09.00 am - 2.30 pm
Thursday 08.00 am - 6.30 pm
Friday 08.00 am - 6.30 pm
Surgery Opening Hours: 8.00am
6.30pm Monday to Friday
Job summary:
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 of 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 Assistant Practice Manager and Practice
Manager, dependent on current and evolving practice workload and staffing
levels:
Processing personal and
telephone requests for Appointments, Home Visits and Telephone Consultations,
ensuring callers are directed to the appropriate Healthcare Professional
Provide an efficient reception
service for patients and any other visitors to the Practice
Providing clerical assistance to
Practice staff as required, including Photocopying, Scanning, Read Coding and
Filing
Dealing with general enquiries
and explain Practice procedures to patients
Processing repeat prescriptions
in accordance with practice guidelines
Computer data entry, data
allocation and collation; processing and recording information in accordance
with practice procedures
Processing and distributing
incoming and outgoing mail
Undertake a variety of
administrative duties to assist in the smooth running of the Practice
Communicate test results
appropriately being aware of confidentiality at all times
Initiating contact with and
responding to requests from patients, other team member and associated
Healthcare Agencies and Providers
Keeping the reception area,
noticeboards and leaflet dispensers tidy and free from obstructions and clutter
Enter patient information on to
the computer as required
Opening up/locking up of
practice premises and maintaining security in accordance with practice
protocols
Understand and apply legal
issues that support the identification of vulnerable and abused children and
adults, and be aware of statutory child, vulnerable patients health procedures
and local guidance
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 and safety policy, the practice health and
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, free from hazards
Actively reporting health and
safety hazards and infection hazards immediately when recognized.
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 holders role
Undertaking periodic infection
control training -minimum annually.
Reporting potential risks
identified
Demonstrate due regard for
safeguarding and promoting the welfare of children.
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 recognises
the importance of peoples 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 that 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, with 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 teams performance
Work effectively with
individuals in other agencies to meet patients needs
Effectively manage own time,
workload and resources
Communication:
The post-holder should recognise
the importance of effective communication within the team and will strive to:
Communicate effectively with
other team members
Communicate effectively with
patients and carers
Recognise peoples 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