GP Receptionist/Administrator

Job description

Job responsibilities

JOB DESCRIPTION

JOB TITLE: GP RECEPTIONIST/ADMINISTRATOR

REPORTS TO: OFFICE AND PRACTICE MANAGER

HOURS: 34.5 hours per week, varied shifts between 07:00-18:30 Mon-Fri,

SALARY: £12.21 per hour

Holiday: 27 days (pro rata) plus statutory bank holidays

NHS Pension scheme

Job Summary:

The purpose of the role is to:

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 the provision of secretarial and clerical support to clinical staff and other members of the practice team.

Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.

Duties and Responsibilities:

The duties and responsibilities to be undertaken by members of the practice reception/administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Office Manager/Practice Manager, dependent on current and evolving practice workload and staffing levels:

• Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols
• Maintaining and monitoring the practice appointments system
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail
• Taking messages and passing on information
• Filing and retrieving paperwork
• Processing repeat prescriptions in accordance with practice guidelines
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Providing clerical assistance to practice and Trust staff as required from time to time, including word/data processing, filing, photocopying and scanning
• Ordering, re-ordering and monitoring of stationery and other supplies
• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter

• Scanning Clinical Documents (Workflow)

  Ensuring letters are scanned onto the correct patient

  Follow inhouse protocol on handling clinical correspondence

  Action any documents/results as per inhouse protocols

  Removing letters from the incorrect patients record

  Send any letters for NOPs back to the relevant place

  Regularly check the new baby's hospital letters, to see if the baby is now registered

  Recalling patients for their chronic disease management room every new month

  Coding of Clinical Documents

  Paper letters

  Code and file documents received from external sources

  Electronic letters

  Assigning letters to the relevant clinician

  Adding diary dates for lab requests from the consultants

  Smear Re-Call

  Cytology recall - Prior notification list

  Cytology Exeter Electronic Cards

  Temporary Residents

  Adding TR forms to the system

  Filing TR forms away in the folder

  Checking TR folder on a regular basis and processing paperwork to patients home GP

  Assist the reception team / clinicians with all temporary resident queries

  Lab reports:

  Re-assigning lab reports to the usual GP

  Dealing with Un-matched lab reports

  Assigning / filing of PCR results

  Filing of Bowel Cancer Screening reports

  Coding of smear results and adding re-call to the diary

  Sending annual review reminder texts to patients

  Assist the reception team / clinicians with all lab report queries

  Contacting the hospital labs if any issues with reports

  Searches:

  Building searches for yourself / other members of staff

  Running the monthly bone density scan patients liaising with usual GP Updating the folder

  Running the monthly blood test due patients Sending letters to the patient / creating blood forms / red domiciliary bloods Updating the folder

  Running the monthly non-blood monitoring search Sending letters to the patients Updating the folder

  Running the monthly DNA search Sending letters to the patients - updating the folder

  Checking back on previous months to ensure patients have had their monitoring done / Updating the diary

  Running the quarterly archive search

  Child Immunisations

  Check the baby book weekly to ensure all babies have had their 8-week check / immunisations

  Reverting clinician's appointments to normal slots if no babies are due that week

  Ensure SCID/CHIS spreadsheets are coded and added to the folder on the shared drive

  Code all child imm reports that come through (Flu / Men ACWY / HPV etc)

  Check the weekly child sheets for any overdue imms and send texts / letters to parents/guardians.

  Contacting child health re imm queries

  Assist the child health team with any imm queries

  Assist the reception team / nursing team with imm queries

  Summarising

  Summarise the patients paper records

  Summarise the electronic paper records

  PCSE weekly bag

  Deducted records are to be sent back in a shipping bag with a label

  Surgery Website

  Maintaining the surgery website

  Adding / removing information on the website

  Secretary Work

  Processing Choose and Book referrals

  Processing written letter referrals

  Typing audio tape referrals

  Liaising with hospital / clinic secretaries

  Chasing referrals

  Ensuring the 2WW spreadsheet is kept up to date flagging any concerns with the relevant GP.

  Ensuring GPs have processed their referrals correctly and if not flagging this with them

  Secretarial tasks

  Monitoring the choose and book work lists and acting on any actions

  Other jobs

  Assisting AB with QoF

  Assisting the PM

  Assisting the Reception team with queries

  Digitisation

  Dealing with Admin tasks

  Logging IT issues

  Change of address / details forms

  Coding of carers forms

Dealing with declining annual review letters

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, to 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
• 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.

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

• GCSE grade A to C in English and Maths or equivalent

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

The Blundellsands Surgery

Address

Blundellsands Surgery

1 Warren Road

Liverpool

L23 6TZ

Employer's website

https://www.blundellsandssurgery.nhs.uk/ (Opens in a new tab)