Practice Support Assistant

Job description

Job responsibilities

MAIN DUTIES OF THE JOB:

Reception

Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols

Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice ensuring appropriate check in

Deal with all general enquiries efficiently and courteously and when necessary, in private, explain procedures

Answering telephone calls and online consultations from patients and other contactors, signposting, taking messages, forwarding queries, and making appointments using the Practices appointments system as required or directed

Make and or re-arrange patients appointments at their request or at the request of colleagues working at the Practice

Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultations are seen in a logical and non-disruptive manner

Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed

Processing telephone, online and in person requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional

Take messages, ensuring accuracy of detail and prompt appropriate delivery.

File documents and images, send and receive emails and carry out other administrative tasks as requested.

Ensure that the waiting and reception areas are kept tidy and presentable throughout the day.

Scanning and uploading confidential information to patients records.

Enter requests for home visits onto the computer system, ensuring careful recording of all relevant details. Printing summary printouts for visits.

Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and raise invoices and issue receipts as required

Enter or amend patient information as required

Retrieve patient paper notes as required, using numbered tabs, filing them away again ensuring strict alphabetical order is adhered to

Ensure that all new patients are registered promptly and accurately

Re-stock GP consulting rooms as required including appointment f/u slips

Completion of forms as necessary

Liaising with paramedics and local hospital etc as required

Administration

To ensure that all incoming and internal patient correspondence is stored on or in the patients medical record and relevant information is coded.

To carry out administrative related tasks within the administration including referrals, advice and guidance requests, adhoc letters.

Taking actions where appropriate, including forwarding it to another member of the team or passing to GP for action if clinically required

Read code accurately diagnosis, procedures and investigations, identifying and carrying out actions or passing actions to the relevant team member e.g. contacting patients to make appointments or completing referrals

Identify the complex or higher risk areas that require input or knowledge from the clinical team, including Safeguarding issues, working to the agreed Practice protocols.

Digital audio typing and administrative assistance generally with the administration of referrals including electronic referrals using eRS.

The distribution of letters and other documents including patient referrals and hospital clinic letters.

Carry out routine office tasks relating to patient care including making and receiving telephone calls with patients and hospitals, leaving voicemail and answering general queries.

Complete patient subject access requests

Management of practice email account, pathology inbox, document workflow and eRS including rejected referrals and 2WW appointments

Safeguarding administration and support

General

Always maintain patient and Practice confidentiality, only releasing confidential information when authorised to do so to those acting in an official capacity

Process tasks, prioritizing urgent tasks

Assisting other members of the team as required

Covering for absent colleagues as and when necessary

Undertake any other additional duties appropriate to the post as requested by the Reception Team Leader, Partners or the Practice Manager.

Person Specification

Experience

Essential

• Computer literate
• Ability to communicate in a professional and caring manner
• Capable of dealing with sensitive or confidential matters

Desirable

• Experience of reception work
• Experience in a caring/medical background

Qualifications

Essential

• N/A

Desirable

• N/A

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

Leyburn Medical Practice

Address

Brentwood

Leyburn

North Yorkshire

DL8 5EP

Employer's website

http://leyburnmedicalpractice.co.uk/ (Opens in a new tab)