Job responsibilities
1.
Make all patients
and visitors feel welcome and at ease always be pleasant and helpful.
2.
Greet all
patients courteously and direct them to self check in screen, help those patients
who may need assistance.
3.
Direct patients
and if necessary personally escort them to the healthcare professional with
whom they have an appointment.
4.
Answer the telephone
courteously and respond to all telephone inquiries, redirecting where
necessary.
5.
Check all
prescriptions have been signed and file for collection in alphabetical order.
6.
Give out
prescriptions and correspondence filed in the filing cabinet to patients after
they have confirmed name and address.
7.
Collect certain
fees from patients as and when required, enter details on practice receipt and
present patient with a copy.
8.
Register
new patients with reference to eligibility requirements defined in Practice Policy
and Procedure, give out appropriate forms, assist with completing, check for
correct information, make copies of proof of identity, enter registration
details on the practice computer systems database and book patient appointment
with Health Care Assistant for a New Patient Health Check.
9.
Make new and
follow-up appointments for patients over the telephone as per practice
protocol. Speak slowly and distinctly, if necessary ask the person to spell
their name, confirm the booking by repeating the Clinicians name and the time
and day of the appointment.
10.
Record requests
for home visits in appropriate Duty Dr Appointment slots on the practice computer systems database, and enter
into the Drs Day Book
11.
Record
appointment requests for non urgent telephone consultations with Dr.
12.
Patient contact
numbers, to check on EACH patient contact that we hold their current contact
telephone numbers including mobile number. Update patient record on the EMIS
system patient record.
13.
To be responsible
for the stocking levels of consumables and request replacements in a timely
manner via the practice purchasing system in order to maintain efficiency.
14.
To be responsible
for the efficient day-to-day running of the Primary Care Services. This will
include collection of specimens, and delivery of mail/fax/e-mail and care and
maintenance of patient waiting rooms.
15.
To ensure
confidentiality on all matters relating to patients and information obtained
during the course of employment and not to release such information to anybody
else other than acting in an official capacity.
16.
To be responsible
for maintaining petty cash and postage systems according to practice policy.
17.
Be proficient in
use of Microsoft Office Software and to maintain a working knowledge of the
practices computer systems, including entering and retrieving patient data. Be
proficient in the use of Electronic Referral System, the direct booking facility for
patient referrals to Secondary Care.
18.
Participate in
any required training as part of your self-development plan.
19.
The Practice is
paper light which means that it is very important that information recorded on
the Practice Database is always accurate, please pay attention to detail to
ensure phone numbers, names and addresses are recoded correctly.
Clerical Duties
1.
Prescription
Requests must be in writing from the patient either by letter, fax or e-mail,
date stamp and prepare computerised repeat prescriptions following practice
protocol and set out for verification and signature of doctor.
2.
Review
uncollected scripts and forms/letters awaiting collection after a specified
time seek confirmation re disposal from practice Manager.
3.
Regularly confirm
patient address and contact details against those held on the Practice database
and update accordingly.
4.
Photocopy patient
record notes as required
5.
Retrieve and file
patient records when required, ensure the medical records cabinet contents are
kept tidy and in alphabetical order at all times.
6.
Open mail, and
pass to scanning as soon as possible.
7.
Assist with
production of general letters and reports, medical insurance reports, letters
and referrals for professional staff as and when this is required.
8.
Send and receive
faxes and circulate to designated personnel.
9.
Ensure plentiful
supplies of patient forms and information leaflets are available at all times.
10. Open Mail Manager and reconcile unmatched pathology items,
ensure all mail is allocated to Dr on weeks rota. Process Drs action on
patient path results like make appointment etc.
11. Open DOCMAN and follow the Dr Instructions for
ACTION, make appointment etc.
12. Registration Link, monitor daily the response file
sent from the PCSE of registration errors and correct accordingly.
13. Registration Link Deductions, produce report and pass
to PM for authorisation, once authorised pull patient records and print
Patient FULL REPORT. Report and notes are placed in the PCSE Blue Bag
(Tuesdays).
14. Undertake
clerical duties, specified at the time, concerning data input into the practice
system. Enter and maintain Patient
and Practice details on the Practice Database in line with Practice policies
and procedures.
Administration Duties
1.
Document Management Processing - To be responsible
for the scanning of and medical coding of clinical correspondence onto our
clinical system, EMIS, using Docman.
It
is vital that checks are carried out before electronically filing a letter to
ensure 100% accuracy in patients medical journals. The main responsibilities
of the post-holder will be to summarise and read code relevant information from
patients clinical records, hospital correspondence and other sources into the
practice computer system, working strictly in accordance with the practice
notes summarising and read code protocols.
