Job responsibilities
JOB
TITLE: Admin/Receptionist
MAIN PURPOSE OF POST: To provide assistance to GPs and practice
staff and to provide a point of contact
for patients and act as a focal point of communication between patients, GPs
and other medical staff.
RESPONSIBLE
TO: Practice
Manager
MAJOR DUTIES AND RESPONSIBILITIES OF THE POST
ADMINISTRATION
1.
Maintain, update and monitor computerised
registration database.
2.
Monitor stock levels, usage and re-order
requirements of stationery and sundry items.
3.
Scanning
4.
Dealing with solicitors request for notes.
5.
Desk top publishing posters, stationery,
practice leaflet.
6.
Responsible for putting up posters and
leaflets.
1 Maintain, update and monitor
computerised registration database
i Ensure all
new registrations are entered onto database.
ii Update
database for all patient change of registration status, as such change is
advised.
iii Ensure all
transfers off registration database are effected as and when applicable.
iv Monitor
accuracy of registration database as required.
2 Monitor stock levels, usage and
re-order requirements of stationery and sundry items
On a regular and ad
hoc basis, monitor general usage and re-order requirements for stationery and sundry items. Liaise with practice manager for order or
purchase requirements.
3 Scanning
i To open and sort post
according to the protocol
ii To enter all post into
the computerised system by means of the relevant scanning machine and software package.
iii Stamping all post and
sorting in appropriate GPs post folder.
4
Dealing with solicitors request for notes
i Prepare patients
records either for posting by recorded delivery or photocopy first after GPs
authorisation.
ii Print off any relevant
previously scanned records
iii Select, edit and print
relevant computerised notes.
iv Make entry of despatch of notes on
patients computerised record.
v Manage a small petty cash float for postage and
packing purposes.
vi Arrange
recorded delivery at post office.
5 Desk top Publishing posters, stationery and practice leaflets
Produce posters as requested, update and print
practice leaflets, print and photocopy
from masters letterheads, compliment slips, and fax sheets.
6 Responsible for putting up
posters and leaflets
On a weekly basis review posters and replace if necessary with new
posters approved by GPs. Refill leaflet
rack, tidy daily.
RECEPTIONIST
1.
Reception Duties
2.
Using the appointment system
3.
Repeat Prescriptions
4.
Preparation of consultation rooms
5.
Operation of telephone system
6.
Start and end of day procedures
7.
Any other delegated duties considered
appropriate to the post
1 Reception duties
i Receive patients with
appointments and check them with the computer to ensure efficiency of
appointment system and monitor flow of patients into consulting and treatment
rooms.
ii Ensure that patients without
appointments but who need urgent consultation are seen in a logical and
non-disruptive manner.
iii Explain practice arrangements
and formal requirements to new patients and those seeking temporary cover,
ensure procedures are completed.
iv Advise patients of relevant
charges for private services, accept payment and issue receipts for same.
v Respond to all queries and
requests for assistance from patients and other visitors
vi Enter requests for home visits
into visit book stating time received and including all relevant information
and where necessary refer to the Duty Doctor.
vii Action requests for ambulance
transportation and enter details on appropriate form.
viii Ensure reception and waiting
areas are kept neat and tidy.
2 Using the appointment
systems
i Ensure total familiarity with
the appointment system.
ii Book appointments and recalls
iii Monitor effectiveness of the
system and report any problems or variations required.
3 Repeat
prescriptions
i Receive patients requests for
authorized repeat prescriptions in writing.
ii With the exception of
controlled drugs, prepare a prescription form ready for a doctors signature.
iii Ensure that details of the
issue of all repeat prescriptions are entered on the appropriate patient
records.
iv Where the information received
is incorrect or insufficient, ensure that the request for a repeat prescription
is referred to the appropriate doctor for action.
v Provide the point of contact
for patients with enquiries relating to repeat prescriptions and ensure
follow-up action is taken if the enquiry cannot be resolved immediately.
vi Ensure that problems and
queries regarding repeat prescribing are brought to the attention of the
appropriate doctor and that follow-up action is taken to resolve such matters.
vii Make regular checks on
prescriptions ready for issue and bring to the attention of the appropriate
doctor any that are not collected.
viii Any other delegated duties
considered appropriate to the post.
4 Preparation of consulting
rooms
i Ensure that the consulting
rooms are prepared in readiness for each consulting session, checking full
range of forms and requirements and re-stocking as required.
ii Ensure that the consulting
rooms are checked at the end of each consulting session and left tidy and
secure.
5 Operation
of telephone system
i Receive and make calls as
required. Divert calls and take messages
as appropriate.
ii Ensure that the system is
operational at the beginning of each day and switched over to night service and
answer phone operational at the end of each day.
6 Start and end of day
procedures
i Open up premises at the start
of day, set alarm to day function and make all necessary preparations to receive
patients.
ii Secure premises at end of the
day; ensure the building is totally secured, internal lights off, windows
closed, computers off and alarm activated.
7 Any other delegated duties considered appropriate to the post
Special requirements of the post
i An understanding, acceptance
and adherence to the need for strict confidentiality.
ii An ability to use own judgment,
resourcefulness, commonsense and local knowledge to respond to patients
enquires and requests.
iii Keyboard skills, computer literacy
preferred
iv Proven accuracy in transcribing
information from request to issue of prescription.
v Ability to work without direct
supervision and determine own workload priorities.
vi Excellent communication
skills.