Job responsibilities
Job Summary:
Our administrators are responsible for maintaining the smooth running of the administrative functions of the practice. They also provide administrative and clerical support to the clinical staff and other members of the practice team.
Reception Duties/Responsibilities:
- To deal with patient queries and requests via the practice website.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- To provide cover for members of the administration team during periods of sickness or annual leave.
- To attend practice meetings when required.
- To assist the nurses in ordering vaccines or medical supplies.
Administration Duties/Responsibilities:
- To advise patients on relevant charges for private services, accept payment and issue receipts on request.
- To invite patients for annual health checks relating to Chronic disease registers
- To code and file clinical correspondence from external providers
- To summarise incoming medical records onto the clinical system
- To invite patients for routine immunisations
- To check incoming communications and pass them to the appropriate person.
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
- Scan and file patient records and correspondence into patient medical records.
- To maintain the computer clinical system in an accurate and secure manner.
- To have a thorough knowledge of all Practice procedures & protocols.
- Any other duties as required to meet the needs of the practice.
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 outlines 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 handbook. 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 and free from hazards.
- Actively reporting of health and safety hazards and infection hazards immediately when recognised.
- 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.
EQUALITY AND DIVERSITY: The post-holder will support the equality, diversity and rights of patients, cares and colleagues, which 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 which is welcoming to and of the individual, it non-judgemental 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 or 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 need for alternative methods of communication and respond accordingly.
CONTRIBUTION TO THE IMPLEMENTATION OF SERVICES: he 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.