Job responsibilities
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the Practice 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
To provide a sensitive and non judgemental frontline Reception service to deal professionally, politely and promptly with enquiries from patients and visitors as a first point of contact
Maintaining and monitoring the Practice appointments system
Processing telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional, using judgement on urgency
Processing and distributing incoming (and outgoing) mail, including all facsimile transactions
Taking messages and passing on information
Filing and retrieving paperwork
Processing repeat prescriptions in accordance with Practice Guidelines and as per Repeat Prescribing Policy
Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures
To generate and provide letters from the Practice template folder eg: Blood test request forms and invitations to patients for Chronic Disease Management Clinics etc.
To maintain effective Pathology Link System, ensuring all mail is checked and filed for GPs/Clinical Staffs, to then complete recommended actions made by GPs
To maintain effective scanning systems on computer and attach to clinical system all as per Practice Protocol
Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
Maintain a system for entering new patient details and record onto the GP Clinical System
To generate and provide information acquired by other NHS organisations regarding patient information eg. Immunisation and Screenings to meet timescales (monthly/quarterly)
Preparation and allocation of Medical Records to enable GPs to complete a request for information ie: DWP, Insurance Cos etc.
Re-stock consulting rooms as required
Providing clerical assistance to GPs, Registrars & Practice staff as required, including word/data processing, filing, photocopying, facsimile, telephone contact and scanning
Monitoring of stationery and other supplies and to inform the Office Manager when stationery/office equipment is needed or replacement required
Dealing with confidential waste
Provision of refreshments for staff and visitors as required and keeping the kitchen area clean and tidy
Keeping both the Reception and Admin areas, (notice-boards and leaflet dispensers) tidy and free from obstructions and clutter following the good housekeeping procedure
Health and 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.
Confidentiality:
In the course of his/her employment the post holder will have constant access to confidential information. It is critically important that patient information remains within the confines of the Practice premises. All staff are expected to ensure that the security of practice, patient, or personnel information is protected.
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
Recognise 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