Reception Administrator

Job description

Job responsibilities

Job summary:

The purpose of the role is to:

Support the Assistant practice manager in the carrying out of her duties

Be proactive in improving the effectiveness of patient care

Undertake a variety of administrative duties to assist in the efficient running of the practice.

As receptionist, receive, assist and direct patients in accessing the appropriate service or healthcare professional.

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

Be proactive in improving the effectiveness of patient care

Duties and responsibilities:

It is important that the jobholder can fulfil all aspects of the front office and back office administrative functions. The potential 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 assistant practice manager/practice manager, dependent on current and evolving practice workload, staffing levels and abilities, but it is envisaged that the time will be split equally between administrative and reception duties:

• Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
• Rotate working within the reception area and the patient administration area with others within the patient services team, ensuring that reception is fully covered for the hours required by the Practice and that adequate handover of reception issues occur at times of breaks and including cover for annual leave and other absences.
• Assisting the practice manager in reviewing searches and reports of the purposes of QOF and patient care
• Claiming for monies due to the surgery
• To assist patients in accessing services between primary and secondary care, e.g. choose and book and other health care provision
• Maintaining and monitoring the practice appointments system
• Covering reception & admin staffs annual leave /sickness
• 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
• Assisting organisation of practice meetings and those with external agencies in

a timely and efficient way including the provision of agendas and minutes for meetings

• Taking messages and passing on information
• Process repeat prescriptions in accordance with practice guidelines
• Computer data entry/data allocation and collation filing and retrieval; 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
• Clearing and re-stocking of consulting rooms as required
• Providing clerical assistance to practice 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
• Dealing with clinical waste
• Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
• Register and deduct new patients
• Ensure that patient correspondence and results are work flowed from Docman in a timely way and undertake administrative follow up action required such as patient recalls.
• Liaise with insurers/ lawyers regarding private medical work report and completion of forms as necessary.
• Work with the practice manager regarding the day to day maintenance of practice patient information systems including the monitoring of and reporting on practice activity.

• Confidentiality:

  • 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 practice health & safety manual, and the practice infection control policy and published procedures.

  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 that 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, with 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

Person Specification

Qualifications

Essential

• We are looking for an experienced reception administrator who knows EMISWEB, Docman, emails and has excellent IT skills.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Fairview Medical Centre

Address

Fairview Medical Centre

69 Fairview Road

London

SW16 5PX

Employer's website

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