Job responsibilities
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 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 the items in the following list. Duties may be
varied from time to time under the direction of the Office Manager/Practice
Manager dependent on current and evolving practice workload and staffing
levels:
Maintaining and monitoring the practice appointments system
Processing personal and telephone requests for appointments, visits and
telephone consultations and ensuring callers are directed to the appropriate
healthcare professional
Switchboard and Reception Duties
Processing and distributing incoming (and outgoing) mail
Taking messages and passing on information
Filing and retrieving paperwork
Processing repeats prescriptions in accordance with practice guidelines
Computer data entry/data allocation and collation; processing and
recording information in accordance with practice procedures
Initiating contact with and responding to requests from patients, other
team members and associated healthcare agencies and providers
Providing clerical assistance to practice staff as required
from time to time, including word/data processing, filing, photocopying, and
scanning
Keeping the reception area, noticeboards, and leaflet dispensers tidy
and free from obstructions and clutter
Any other relevant duties e.g., typing, scanning etc.
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
Reporting potential risks identified.
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.
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.
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
Recognize 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.
