Job responsibilities
RECEPTIONIST/ADMINISTRATOR
JOB DESCRIPTION
JOB SUMMARY
We
are looking to appoint a Receptionist/Administrator to join our busy GP
practices, who will be the first point of contact for arranging patient
clinics, liaising with clinical and admin staff together with patients, as well
as carrying out general office management tasks. You will have a good telephone
manner and experience of booking appointments proving strong organisational skills.
You
will be responsible for the arrangement of clinics, liaising with clinical and
admin staff together with patients. You will manage general administrative
duties within the practices and work with our established processes, policies
and procedures to provide a comprehensive high quality service and deal
efficiently and courteously with patient enquiries and bookings.
You
will have excellent communication skills, a compassionate and friendly nature
who can operate in a busy environment with a range of people and professions,
as you will be working in our clinical and administration teams.
Your
regular duties in this role will be dealing with telephone, face to face and
electronic enquiries, booking and/or amending patient appointments and home
visits, contacting patients to provide information from the clinical team and
assisting patients to access our services and those available in the wider
community.
This
role is ideal for someone who is highly organised and an effective communicator
who can provide a professional and warm welcome to our patients, ensuring every
contact is of the highest quality.
IT
skills are essential, as you will be regularly creating searches, data input
and monitoring our achievements and progress against national, local, and
internal targets.
MAIN DUTIES OF THE ROLE
GENERAL
ADMINISTRATION
Initiating contact with and responding to requests from
patients, other team member and associated healthcare agencies and providers
Processing and distributing incoming and outgoing mail
Filing and retrieving paperwork
Computer data entry/data allocation and collation;
processing and recording information in accordance with practice procedures
Providing clerical assistance to practice staff as
required, including word/data processing, filing, photocopying, and scanning
Ordering and monitoring of stationery and other supplies
Cover sickness/annual leave and work reasonable overtime
when required, including some weekends.
Perform any other relevant and reasonable duties that may
be requested by your team, practice manager or partners.
Undertake statutory and mandatory training as required.
APPOINTMENT SYSTEM MANAGEMENT
Book/edit/cancel appointments and recalls ensuring
sufficient information is recorded to retrieve medical record.
Monitor effectiveness of the system and report any problems
or variations required.
Deal with home visit requests, carefully noting all details
Arrange transport to hospital appointments for housebound
patients
MEDICAL RECORDS MANAGEMENT
Ensure that all records are
accurately compiled in advance for each consulting session.
Retrieve and refile records as
required, ensuring that strict alphabetical order is adhered to.
Ensure correspondence, reports,
results, etc., are filed in correct record.
Ensure records are kept neat and
tidy and in good repair with all necessary information recorded correctly on
the outer cover.
CONSULTATION ROOM PREPARATIONS
Clearing and re-stocking of consulting rooms as required
Consulting rooms prepared in readiness for each consulting
session.
Rooms are checked at the end of each consulting session and
left tidy and secure.
Other Job
Responsibilities
CONFIDENTIALITY
Maintain
confidentiality of information, acting within the terms of the Data Protection
Act and Caldicott guidance on patient confidentiality at all times.
Maintain an
awareness of the Freedom of Information Act.
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 manage their own and others health & safety and infection
control as defined in the Practices Health & Safety Policy, the Practice
Health & Safety Manual, and the Practices Infection Control Policy and
published procedures.
Comply with
Practice health & safety policies by following agreed safe working
procedures
Actively report health & safety hazards and
infection hazards immediately
Keeping
work and general areas clean and tidy, and using appropriate infection control
procedures to keep work areas hygienic and safe from contamination.
Undertaking
periodic infection control training (minimum annually)
Awareness
and compliance with national standards of infection control, hygiene,
regulatory / contractual / professional requirements, and good practice
guidelines.
Correct
personal use of Personal Protective Equipment (PPE) and ensuring correct use of
PPE by others, advising on appropriate circumstances for use by clinicians,
staff and patients.
Reporting
incidents using the organisations Incident Reporting System
Using personal security systems within the workplace
according to Practice guidelines
Making effective use of training to update knowledge
and skills
Demonstrate safeguarding
and promoting the welfare of children and adults at risk.
EQUALITY AND DIVERSITY
The post-holder will support, promote and maintain the
Practices Equality & Diversity Policy.
No person whether they are staff, patient or visitor should
receive less favourable treatment because of their gender, ethnic origin, age,
disability, sexual orientation, religion etc.
The jobholder must comply with all policies and procedures
designed to ensure equality of employment and that services are delivered in
ways that meet the individual needs of patients and their families.
OTHER
DELEGATED DUTIES
This job
description is not intended to be exhaustive - it may be changed after
consultation with the post holder. The employee shares with the employer the
responsibility for review and modification of duties.
