Job responsibilities
Job Duties & Responsibilities
The duties and responsibilities to be
undertaken by members of the practice reception and administration team may
include any or all the items in the following list. Duties may be varied from
time to time under the direction of the PST manager dependent on current and
evolving practice workload and staffing levels.
Maintain and monitor the practice
appointments system.
Process personal and telephone requests for
appointments, visits and telephone consultations and ensure callers are
directed to the appropriate healthcare professional.
Direct visitors to the correct place,
ensuring they sign the visitors book on arrival and departure.
Process repeat and acute prescription
requests from patients, Pharmacies and online in accordance with practice
guidelines.
Computer data entry/data allocation and
collation, plus processing and recording of information in accordance with
Practice procedures.
Update patients personal details.
Initiate contact with and respond to
requests from patients, other team members and associated healthcare agencies
and providers.
Take in urine and other samples and deliver
to the appropriate place.
Deal appropriately with any forms handed in
by patients.
Keep the reception and administration area
tidy and free from obstructions and clutter.
Record blood pressure readings on the
patients notes, dealing with any high readings as per Practice protocol.
Hand out any correspondence to the patients.
Collect any money (cheque or cash) from patients for services provided, issuing
receipts, and recording on the computer.
Provide an efficient scanning service.
Triage calls, directing and signposting
patients appropriately to relevant personnel/ services
Understand, and share health promotion
information whilst using this information to support patients who might benefit
from these services and to signpost accordingly.
Understand the common needs and safeguarding
issues of vulnerable patient groups, including the elderly; housebound and
those with long-term conditions, including physical and mental disabilities.
Supporting further development of care
navigation across the partnership
Assist in the training of other colleagues
where appropriate
To be noted-
This is not an exhaustive list of duties and
responsibilities, and the post holder may be required to undertake other
duties, which fall within the grade of the job, in discussion with the manager.
Confidentiality
While 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 & safety policy to 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 and free from
hazards.
Actively reporting health and safety hazards
and infection hazards immediately when recognised.
Undertaking periodic infection control
training (minimum annually)
Reporting potential risks identified.
Equality & 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.
Communication
The post-holder should recognize 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.
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
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.
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
This document may be amended following
consultation with the post holder, to facilitate the development of the role,
the practice, and the individual. All personnel should be prepared to accept
additional, or surrender existing duties, to enable the efficient running of
the practice.
QUALIFICATIONS
ESSENTIAL
NVQ 2 in administration or relevant
equivalent experience or qualification
Educated to GCSE level in Mathematics and
English to Grade C or above
I.T. Literate
DESIRABLE
RSA Typing Level 2 or equivalent
EXPERIENCE
ESSENTIAL
Experience of working in a customer facing
environment (face to face and via the telephone)
Experience of working as a part of a team
Experience of working in an office
environment
Use of electronic IT systems
Polite telephone manner
Ability to maintain confidentiality
DESIRABLE
Experience using SystmOne
Ability to prioritise work
Some experience of working in a healthcare
environment
PERSONAL SKILLS, ABILITIES AND ATTRIBUTES
ESSENTIAL
Be able to communicate with people from
different backgrounds
Good time management skills
Full Driving licence
Ability to work at any BVP site (Sturminster
Newton, Shaftesbury, Marnhull)
Ability to work flexibly depending on the
needs of the role.
