Job responsibilities
Job
responsibilities
Reception
To deliver a quality reception service,
dealing directly with patients, relatives and carers either face to face or by
telephone. Reception services include general enquiries, booking or cancelling
of appointments, logging of accurate information (e.g. visit requests).
To ensure that the reception office, waiting
area and consulting rooms are kept prepared, safe and tidy at all times
ensuring a safe and welcoming environment for patients, visitors and all
practice team
To undertake start and end of day procedures
in line with practice policies to ensure that the premises are both prepared
for the clinical staff to receive patients and are secured after use.
Actively promoting and registering patients
for the online service and NHS app.
To prepare repeat prescriptions within the
Practices prescribing policy and guidelines, enabling patients medications to
be prescribed effectively.
To perform clerical duties for the Practice
including sending standard letters to patients, recall/ call processes.
To work within the Practices agreed policies
and guidelines.
Workflow
Sort and date stamp all incoming
patient-related mail.
Scan patient-related documents onto their
medical record using read codes as agreed by the clinical team
Ensure incoming letters are scanned onto the
patient record within a 48/72-hour timescale
Ensure patient registrations are maintained
accurately and complete.
Secretarial
Provide cover and support for the existing
senior patient administrator to include:
Administration of patient referrals including
2WW.
Process subject access request
Process medical reports
Coding
Identify relevant clinical information
contained in patient correspondence
Code or free text the clinical information on
to the patient record
Summarising
Transfer patient clinical information from
existing patient notes to the SystmOne clinical system, always maintaining
accuracy and quality of data
Summarise patients medical records using the
practice clinical system in accordance with the practice protocols for the
recording of clinical information.
General
Administration
Offer general assistance to the practice team
and project a positive and friendly image to patients and other visitors,
either in person or via the telephone
Receive, assist and direct patients in
accessing the appropriate service or healthcare professional in a courteous,
efficient and effective way
Undertake a variety of administrative duties
to assist in the smooth running of the practice, including word/data
processing, filing, photocopying and scanning
Facilitate effective communication between
patients, members of the primary health care team, secondary care and other
associated healthcare agencies
Ensure security and confidentiality of patient
information is maintained at all times and that the practice conforms to the
requirements of the national policies.
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 Staff Handbook and the Practice Infection Control Policy,
this will include:
Using personal security systems with 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
Keeping own work areas and general/patient areas free from hazards.
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 which 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, 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
Participate in audit where appropriate
Communication
The post-holder should recognise the importance of effective communication
within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise peoples needs for alternative methods of communication and
respond accordingly
GENERAL DUTIES AND RESPONSIBILITIES
1. To develop the ability to work co-operatively with others and be part of
the team.
2. To attend meetings as required
3. To attend external and in-house training and development as required.
4. To maintain a pleasant, tidy and safe work area to comply with Health and
Safety legislation.
5. To have an awareness of practice security/fire procedures and to carry
them out in accordance with practice procedure when required
GENERAL TERMS AND CONDITIONS
1. All employees are subject to the requirements of the Health and Safety at
Work Act. The postholder is required to ensure, as an employee, that his/her
work methods do not endanger other people or themselves
2. A review of all employees individual contribution and future
requirements for training and development will be carried out on an annual
basis. Throughout the year interim review dates will be set for progress to be
discussed and monitored
3. All employees are subject to the requirements of the Data Protection Act,
and must maintain strict confidentiality in respect of patients and staff
records
4. All employees must comply with current Equal Opportunities legislation
and must not discriminate on the ground of race, colour, nationality, ethnic or
national grounds, sex, marital status, disability or any other grounds which
cannot be shown to be justifiable.
5. This job description may be reviewed in the light of changed service
needs and developments. Any changes will be fully discussed with the
postholder. The postholder may be required to carry out other projects or
duties relating to the grade of the post.