Medical Receptionist/Administrator

Job description

Job responsibilities

Job responsibilities:

Receptionist duties:

• Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
• Deal with all general enquiries, explain procedures and make new and follow-up appointments.
• Greet and check-in patients.
• Using your own judgment and communication skills, ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
• Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed.
• Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
• Action repeat prescription requests and ensure that they are ready for collection by the patient.
• Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
• Enter patient information on to the computer as required.
• Ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff.

Premises:

• Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
• When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.

Patient Registration:

• Register new patients promptly and accurately.
• File notes.
• Keep the notes filling system in order.

• Scanning of patient related documentation and attaching scanned documents to patients healthcare records.
• Input data into the patients healthcare records as necessary.
• Photocopy documentation as required.
• Action all incoming emails and mail in a timely manner.
• Undertake any other additional duties appropriate to the post as requested by the Partners or the Operations Manager.

Administrator duties:

• Perform various administrative tasks to support the smooth operation of the practice reception office, including photocopying, scanning and documentation workflow.
• Recording and minuting of team meetings, consisting of GPs, MDT and Nurses.
• Organising Clinical Trainee onboarding and rotas.
• With the support of our external IT helpdesk; daily maintenance and problem solving of computers / printers etc.
• Ensure that the IT system is maintained in good condition and upgrades installed promptly.
• Setting up new users for Windows, clinical systems etc.
• Process requests for copies of medical records, life insurance and other reporting using iGPR and oversight of all requests for non-NHS reports.
• Administration tasks as required by the management team to meet the needs of the practice.
• Process safeguarding reports (17 & 47 requests) for GP to action to be sent.
• Process to whom it may concern letters.
• Pre-fill/check patient details for any HGV/Taxi medical forms before the appointment.
• Death admin.
• Act as super user for all Docman and EMIS workflow and act as a Smart Card RA if requested by the Operations Manager. The post holder will also summarise new patient medical records.
• Manage and maintain a regular overview of EMIS workflow including tasks, lab reports, registrations, medicine management, GP2GP, document management, test requests, SCR and report management.
• Keep safeguarding list up to date and agenda to discuss at relevant clinical/palliative meetings.

General Responsibilities:

• Maintaining a clean, tidy, effective working area at all times
• Undertaking all mandatory training and induction programmes
• Attending a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed
• Demonstrate the ownership of responsibility for personal development, learning and performance
• Demonstrate performance of skills and activities to others undertaking similar work

Flexibility

• The post holder must be flexible and able to provide holiday and sickness cover for colleagues.

The range of work undertaken in providing management support will vary in detail in the light of changing demands and priorities within the Practice.

Person Specification

Qualifications

Desirable

• GCSE/O level English and Maths a minimum.

Experience

Essential

• Good English language, numeracy and communication skills.
• Worked in a customer services role.
• Pleasant disposition, helpful and effective telephone manner.
• IT literate and Organizational Skills.
• Ability to work unsupervised and as part of a team.
• Professional approach to appearance and conduct.
• Awareness and maintenance of confidentiality.

Desirable

• Previously employed in the NHS, particularly primary care.
• Experience of EMIS and Docman.
• Microsoft Office, ECDL, CLAIT.

Aptitudes

Essential

• Accurate, flexible and good time management.
• Ability to listen, to discuss and inform clearly.
• Able to prioritize effectively. Ability to use own initiative but seek help and support when needed.
• Awareness and maintenance of confidentiality.
• Reliable.
• Positive can do attitude.
• Able to work in a team.
• Must be flexible: to be able to provide holiday and sickness cover for colleagues.

Desirable

• Ability to record in writing both clearly and accurately.

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

Kings Corner Surgery

Address

Kings Road

Sunninghill

Ascot

Berkshire

SL5 0AE

Employer's website

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