Medical Administrator / Receptionist

Job description

Job responsibilities

JOB DESCRIPTION

1.0 Job Title: Medical Administrator / Receptionist

2.0 Location: Neasham Road Surgery

3.0 Grade: Administration & Clerical

4.0 Responsible to: Assistant Practice Manager /

Practice Business Manager

5.0 Line Manager: Office Manager / Assistant Practice Manager

6.0 Job Purpose / Summary:

Reception:

To support the Partners and Practice Management to deliver a quality service to patients through the provision of an effective and efficient reception service.

7.0 Dimensions of the job:

Reception:

To provide an effective reception administration service.

To operate computer systems for the dimensions of the role.

To manage telephone service and provide efficient telephone service

To carry out any other tasks allocated by management

8.0 Knowledge, Skills, and Experience Required:

Communication: To have excellent communication skills both verbal and non -verbal.

Qualifications: NVQ Level 2 and above in Customer Service or / and Business Administration

Computer certificate

3 x GCSE grade C and above

Experience: To have experience of working with the general public, preferably within the primary health environment, although not necessary.

To have good IT skills

To have experience of delivering a high quality customer service.

Experience of Systmone system desirable but not necessary.

Experience of Microsoft packages.

9.0 Main duties and Responsibilities:

To have a thorough knowledge of all practice procedures.

To work in accordance of written protocols

Pulling/filing notes for surgeries and update as necessary

Filing post in medical records if applicable

Fax and photocopy as requested

Ensuring messages and information is passed on to relevant members of staff or

outside agencies

Distributing clinical documents to clinical staff

Actioning tasks assigned by Clinicians and passing on relevant information.

Receiving patients consulting with members of practice team

Handing completed repeat prescriptions to patient and checking name and

address.

Be able to cover all reception position as necessary

Explaining surgery procedures as required

Appointments

Process appointment requests for today / future appointments from patients by

telephone and in person.

Deal with visits requests

Scanning of documents on to patient electronic records, if required

Have working knowledge of telephone system, during and after hours.

Provide an efficient system of answering the telephone using a courteous and

friendly manner

Ensure reception area is kept tidy and ready for use

Ensure building security have thorough knowledge of doors/windows/alarm.

Provide refreshments if requested

Any other tasks allocated by the Practice Management

General data input and information retrieving

Registrations of new patients computer data entry and medical records.

Process change of patient details e.g. change of address both electronically and

paper records

Support work of Prescription Line by processing repeat prescription request in accordance with practice guidelines as and when necessary.

Scanning clinical documents into patient records if required

Opportunistic data checking of patient demographic details

10.0 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.

11.0 Communications and Working Relationships:

Internal:

Practice Business Manager, Assistant Practice Manager, Office Manager, Doctors, Practice Nurses and Administration team members

External:

Patients, Pharmacists, Acute Sector personnel, Midwives, Health Visitors, CPN, District Nurses, Care Home staff and visiting Staff.

12.0 Personal and People Development:

Commit to developing self and others. All managerial and supervisory posts must ensure staff have equal access to career progression and are appraised annually, including the preparation and update of Personal Development Plans

13.0 Health and Safety Responsibility:

It is the responsibility of the individual to work in compliance with all current health and safety legislation and the Practice` Health & Safety Policy and to attend any training requirements both statutory and mandatory in line with the Practice` legal responsibility to comply with the Health & Safety and Welfare at Work Act 1974.

14.0 Clinical and Corporate Governance:

All managerial and supervisory posts will ensure compliance with the Practice` policies and procedures and clinical guidelines.

15.0 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 recognizes 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.

16.0 General

This job description is intended as a guide to the principle duties and responsibilities for the post and should not be considered an exhaustive list. It is subject to change in line with future development of our services.

Person Specification

Experience

Essential

• To have experience of working with the general public, preferably within the primary health environment, although not necessary.
• To have good IT skills
• To have experience of delivering a high quality customer service.
• Experience of Systmone system desirable but not necessary.
• Experience of Microsoft packages.

Desirable

• To have experience of working with the general public, preferably within the primary health environment, although not necessary.
• To have good IT skills
• To have experience of delivering a high quality customer service.
• Experience of Systmone system desirable but not necessary.
• Experience of Microsoft packages.

Qualifications

Essential

• NVQ Level 2 and above in Customer Service or / and Business Administration
• Computer certificate
• 3 x GCSE grade C and above

Desirable

• NVQ Level 2 and above in Customer Service or / and Business Administration
• Computer certificate
• 3 x GCSE grade C and above

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

Neasham Road Surgery

Address

The Surgery

186 Neasham Road

Darlington

County Durham

DL1 4YL

Employer's website

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