Job responsibilities
Job Description
Job Title: Receptionist/Administrator
Hours: 2 vacancies - part time or full time
Accountable to: GP Partners & Practice Manager
Reports to: Practice Manager /Receptionist Team
Leader
Location: Trinity Medical Centre
Job Summary
To receive, direct and assist our patients in accessing the
appropriate healthcare service in a professional and courteous way, providing
general administrative assistance to the practice efficiently and effectively
and act as a focal point of communication between patients, doctors and other
clinical and non-clinical staff.
Main Duties & Responsibilities:
Duties and responsibilities will include the following and
may vary from time to time depending on the evolving workload and staffing
levels.
Greet patients and visitors attending the surgery in an
appropriate and professional manner at all times
Run the surgery appointment system efficiently to ensure
patients are directed to the most appropriate healthcare professional and
setting
Communicate with patients, relatives and carers using all
methods available including telephone, face-to-face, text messages and e-mails
Process in person, by telephone and e-mail general enquiries
ensuring accuracy of detail in all messages and ensuring these are actioned as
necessary
Action all practice tasks and workflow comments daily in
accordance with the practice guidelines
Explain practice arrangements and formal requirement to new
patients and those seeking temporary cover and ensure procedures are completed
Process deduction of patients and receipt of medical records
for newly registered patients
Liaise with hospital departments and consultants/secretaries
for additional information and test results as required
Action repeat prescription requests and ensuring they are
ready for collection by the patient within 48 hours
Inform patients of relevant charges for Non-NHS services,
accept payment and issue receipts for same
Update patient details to ensure correct and accurate
details are held, i.e. correct address and telephone number
Accurately scan and attach clinical and administrative
information/correspondence onto patients records
Ensure correspondence, reports, results etc are filed
promptly and in the correct records, ensuring that all recent correspondence is
available when patients are seen
Retrieve and re-file records as required, ensuring strict
alphabetical order is adhered to
Issue correct and appropriate specimen containers and forms
and ensure the correct information is obtained and completed on return of the
specimen
Raise service requests with members of the wider healthcare
team including District Nurses, Health Visitors, Community Matron, Palliative
Care Nurses and other services
Maintain supplies of stationery in consulting rooms and
reception area
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 are off and the alarm activated
Ensure that the reception area is tidy at the end of each
surgery session in preparation for incoming colleagues
Organise the reception and waiting areas maintaining a tidy
work area and a professional appearance of patient leaflets and notice boards
Provision of refreshments as required, keeping kitchen area
clean & tidy and ensuring all dishes are washed
Undertake any other additional duties appropriate to the
post as requested by The Partners or the practice manager
OTHER DUTIES & RESPONSIBILTIES
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 respect their privacy and act appropriately
All information gained during employment relating to
practice business, patients and their carers, practice staff or other
healthcare workers must remain confidential at all times
Information relating to patients, carers, colleagues, other
healthcare workers 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 data and sensitive data
Take responsibility for the coordination of procedures to
safeguard confidentiality
Health & Safety
To assist in promoting and maintaining health, safety and
security as defined in the practice Health & Safety Policy to include:
Using personal security systems within the practice
according to practice guidelines
Identify risks involved in work activities and undertaking
such activities in a way that manages those risks
Make effective use of training and up-date knowledge and
skills
Use appropriate infection control procedures, maintaining
work areas in a tidy and safe way and free from hazards
Report potential risks identified
Equality and Diversity
Act 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
Respect the privacy, dignity, needs and beliefs of patients,
carers and colleagues
Behave 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
Participate in any training programme implemented by the
practice including Statutory and Mandatory training as required
Participation in an annual performance review
Responsible for maintaining a record of own personal and/or
professional development
Responsible for own development, learning and performance
and demonstrate skills and activities to others who are undertaking similar
work
Maintain quality within the practice
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
Make suggestions on ways to improve and enhance the teams
performance
Work effectively with individuals in other agencies to meet
patient needs
Effectively manage own time, workload and resources
Communication
Recognise the importance of effective communication within
the team
Communicate effectively with all visitors to the practice
Recognise peoples needs for alternative methods of
communication and respond accordingly
Contribute to the implementation of services
Apply practice policies, standards and guidance
Discuss with other members of the team how these affect own
work
Participate in audits
Make suggestions and recommendation of how to change/improve
services provided
Please note that as a member of the practice team, you
should:
Implement maximum flexibility of work to maintain a high
level of efficiency, i.e. working in any area of the practice if requested to
do so, according to the needs of the practice
Comply at all times to the Staff Contract, Standard
Operating Procedures and any other practice rules and procedures, including CQC
policies, Data Protection and GDPR
Working Environment
The role will usually be based within the practice; however
a temporary transfer or secondment may be required to other parts of the
practice or alternative locations in case of an emergency or if the needs of
the practice or PCN require
This job description is not intended to be an exhaustive
list of all the tasks you will ever be expected to do, it is merely a guide to
the main ones. The Practice Manager may well allocate other tasks to you from
time to time and they will be discussed with you at the time