Receptionist/Administrator

Job description

Job responsibilities

JOB TITLE: RECEPTIONIST/ ADMINISTRATOR

REPORTS TO: PRACTICE MANAGER

HOURS: Part Time/ Full Time

Job Summary:

The post-holder will work in a team of reception and admin staff within the practice. They will receive and assist patients and direct them to the appropriate service or healthcare professional in a courteous, efficient and effective way. They will project a positive and friendly image to visitors, both in person and on the telephone.

The post-holder should have previous experience of working with the general public and be able to work without constant supervision.

In addition to general reception duties the post-holder, under the direction of the Senior Receptionist, will undertake administrative duties as required.

Job responsibilities:

Administration

• To have a thorough knowledge of all practice procedures
• To work in accordance of written protocols
• Filing post in medical records
• Fax and photocopy as requested
• Booking Clinicians Clinics e.g booking flu vaccinations, child immunisations etc
• Answering calls, booking appointments and dealing with patient queries

Repeat Prescription

• To have a thorough knowledge of the repeat prescription procedures
• Issue repeats and ensure they are ready to collect
• Call patients back with Prescription queries

Reception

• Receiving patients, consulting with members of practice team
• Handing completed repeat prescriptions to patient and checking names and address.
• Be able to cover all reception position as necessary
• Process patients changes of address computer data and medical records

Scanning

• Scan and file all letters on to patients notes
• Workflow all letters which need action to the relevant clinician

Computer

• Registrations of new patients computer data entry and medical records
• Process repeat prescription requests in accordance with practice guidelines

Telephone

• Have working knowledge of telephone/bleep system, during and after hours
• Cover for telephonist when necessary

Other Tasks

• Clear rooms after surgeries
• Ensure building security have thorough knowledge of doors/windows/alarm
• Any other tasks allocated by managers

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 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, the practice health & safety manual, and the practice infection control policy and published procedures. 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, carers and colleagues, to 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 that 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, with 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

Person Specification

Qualifications

Essential

• Educated to GCSE level including English and Maths or equivalent

Desirable

• NVQ level 3 in Customer Care

Experience

Essential

• Minimum 1 year experience in reception duties/ working with the public.

Desirable

• Previous medical reception experience

Skills and Abilities

Essential

• Good written skills
• Computer literate
• Awareness of confidentiality
• Customer focused
• Good communication skills
• Able to communicate at all levels
• Excellent interpersonal skills

Desirable

• Self-motivated
• Assertive
• Ability to work under pressure
• Good work attendance record
• Good time keeping

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.

Employer details

Employer name

Pearl Medical Centre

Address

619/621 Washwood Heath Road

Birmingham

B8 2HB

Employer's website

https://pearlmedicalcentre.gpsurgery.net/ (Opens in a new tab)