Receptionist/Administrator

Job description

Job responsibilities

Harborne Medical Practice

Job Description and Person Specification

Job Title: RECEPTIONIST / ADMINISTRATOR (PATIENT SERVICES OFFICER) Responsible to:

Team Lead Responsible for:

Own work area Job purpose:

To provide high quality administrative and reception support to partners, staff, patients, relatives and other key stakeholders .

To work flexibly, including evenings and weekends where necessary to ensure the delivery of an effective and efficient service at all times.

Job Description

Main duties and responsibilities

1. Provide reception duties

Open and close the practice where required

Receive and direct patients and visitors on arrival

Ensure reception waiting areas are kept clean and tidy

2. Operate telephone system

Receive and make calls as required.

3. Care Navigate

Effectively use practice appointments system by navigating to appropriate clinician, booking appointment to best meet patient need

4. Manage medical records

Ensure patient information and correspondence is appropriately processed and recorded on electronic and paper filing systems

Update electronic and paper medical records as required

Input on to and remove patients off clinical systems

5. Process incoming and outgoing post

Ensure correspondence is processed, actioned, recorded and distributed appropriately

Provide Workflow/Summarising support to clinicians

6. Process repeat prescriptions

Receive and process requests for medication

7. Provide and maintain information necessary for contract compliance

Monitor designated workstreams / QOF areas and provide alerts, reports and information regarding compliance to clinicians and managers as required.

Take necessary follow up action related to designated workstream areas, including contacting patients to arrange appointments.

Ensure all patient interventions are correctly recorded and coded.

8. Process test results

Receive and process test results from GPs. Ensure that these are provided to patients in line with practice policy, particularly in relation to confidentiality.

9. Self-development

Participate in supervision and training as required to meet the requirements of the role.

Participate in the practice appraisal system.

Perform tasks to the best of ability and contribute to the performance of the team.

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10. Quality, Governance & Compliance

Provide, collect and collate statistics, prepare reports and undertake research as required by the Business Manager.

Organise and participate in relevant practice audits and take any agreed actions.

Contribute to practice KPI achievements

Work within contractual and legislative requirements to ensure that the practice is safe, efficient and provides the best possible care for patients.

Offer suggestions to the Performance Team and Business Manager regarding practice improvements.

Provide advice and guidance to colleagues within the scope of the role.

Apply practice policies, standards and guidance.

11. Undertake any other duties commensurate with the post

Support colleagues to provide service as required, including working flexibly to provide emergency cover

Participate in appraisal, supervision and training as required

Person Specification

Qualifications

Essential

• 1. Good standard of general education, including English and Math.

Desirable

• 1. Administration/IT qualification.
• 2. GCSE English and Math level C and above.

Experience

Essential

• 1. Working in a customer facing role.
• 2. Working independently and using own initiative to prioritise.

Desirable

• 1. Working in a Reception/Administrative team.
• 2. Using softwear packages, such as Excel, Word, Outlook.
• 3. Using telephone systems.
• 4. Use of Care Navigation.
• 5. Understanding medical terminology.
• 6. Using clinical systems such as EMIS, Docman.
• 7. Managing patient lists to meet targets, such as QOF.

Skills and Abilities

Essential

• 1. Excellent communication skills.
• 2. Time management and the ability to work to deadlines.
• 3. Team worker.
• 4. Responsible attitude towards health and safety.

Desirable

• 1. IT and keyboard skills.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Harborne Medical

Address

Harborne Medical Practice

4 York Street

Birmingham

B17 0HG

Employer's website

https://harbornemedical.co.uk/ (Opens in a new tab)