Job responsibilities
Job Title: Receptionist/Administrator
Job Code: Recept1
Responsible To: Practice
Manager
Revision Date: 31.03.21 (V10)
Job Summary:
Receive, assist and direct patients in accessing the appropriate service
or healthcare professional in a courteous, efficient and effective way.
Provide general assistance to the practice team and project a positive
and friendly image to patients and other visitors, either in person, via the telephone,
or electronic communication.
Job Responsibilities:
To have a
thorough knowledge of all Practice procedures.
To work in
accordance of written practice operational procedures.
Ensure an
effective and efficient reception service is provided to patients and any other
visitors to the practice.
Deal with
all general enquiries, explain procedures and make new and follow-up
appointments.
Explain
practice arrangements and formal requirements to new patients, those seeking
temporary cover and patients who are out of area ensuring procedures are
completed.
Receive
and make telephone calls as required.
Divert calls and take messages, ensuring accuracy of detail and prompt
appropriate delivery.
Enter
requests for home visits into the visit book, ensuring careful recording of all
relevant details and where necessary refer to the GP on call.
Process
repeat and acute prescription requests within 48 working hours, as per practice
policy.
Enter
patient information on to the computer system as required.
Advise patients
of relevant charges for private (non General Medical Services) services, accept
payment and issue receipt for same.
Retrieve
and re-file Lloyd George records as required, ensuring strict alphabetical
order is adhered to and Lloyd George records are kept in good repair.
Fax, photocopy
and scan as requested.
Ensure
correspondence, reports, results etc. are processed as per practice policy.
Process on
a daily basis, emails received in to the generic NHS mail account.
Ensure
that all new patients are registered onto the clinical computer system promptly
and accurately.
Process
patients change of address computer and Lloyd George records.
Make and
serve refreshments, ensure kitchen is kept clean and tidy.
Ensure waiting
area is kept neat and tidy and notice boards contain up-to-date information.
Ensure
stationery stock levels are maintained stock requirements to be reported to
Practice Manager.
Undertake stationery
stock checks in consulting rooms.
Including checking prescription printer for A4 paper, ICE forms and
FP10s.
Undertake
weekly Fire Alarm Test.
Open up
premises at the start of the day when first to arrive, de-activate alarm and
make all necessary preparations to receive patients.
When last
to leave at the end of the day, ensure that the building is totally secured,
internal lights off and the alarm activated.
Undertake
any other additional duties appropriate to the post as requested by the
Partners or the Practice Manager.
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.
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 recognizes 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 which is welcoming to and of the
individual, is non-judgmental and respects their circumstances, feelings
priorities and rights
Health & Safety:
The post-holder will assist in promoting and maintaining their own and
other health, safety and security as defined in the practice Health &
Safety Policy, to include:
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 and free from hazards.
Reporting
potential risks identified.
Personal/Professional Development:
The post-holder will participate in any training programme implemented
by the practice as part of this employment, such training to include:
Participation
in an annual individual performance review, including taking responsibility for
maintaining a record of their 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.
NOTE: This job
description is not intended to be all-inclusive. Employees may be required to perform
other related duties as negotiated to meet the ongoing needs of the
organization.