Job responsibilities
Main duties as receptionist are:
Opening/closing of
surgery
Greeting all patients in a friendly manner whether on the phone or in
person helping them access the appropriate clinician
Book in, amend and cancel patient appointment in line with practice appointments procedures ensuring optimum efficiency of the appointment system
Advise patients of relevant charges for private services, accept payment and issue receipts for same.
Managing all enquiries from other healthcare professionals
Maintain patient confidentiality at all times
E mail management
Filing prescriptions and notes
Logging samples
Scanning incoming correspondence
onto patients notes
Explaining to potential new patients our registration requirements
Registering temporary and permanent patients
Dealing with deliveries and alerting relevant clinical staff
Filing of records
Admin tasks - insurance forms, referrals from other surgeries for minor surgery and diabetes, incoming and outgoing post
Organising interpreters
Hospital Transport
Printing surgery forms for repeat scripts, samples, registration docs
Recording vaccine fridge readings
Shredding confidential documents
and generally supporting our team of
nurses and doctors.
Main duties as administrator are:
Electronic letters,processing and forwarding to
doctors (PCN pharmacists where possible)
Tasks
Managing all miscellaneous,
admin, referrals discharge notices, online requests from patients such as
amending their access rights
Processing Incoming diabetes
referrals and booking appts
Accepted referral
Ended referral
Electronic Correspondence
Actioning directives from PCN
pharmacists
Links
Processing all links -
amendments, deductions, registration confirmations, contacting patients who
have been deducted for no apparent reason, contacting patients who have been given P69
classification
Rota management
Creating for for all clinicians
Management of all slot types -
creating new and editing existing
Creating user message templates
for SMS
Appointment messaging
Creating message templates
Updating messaging templates in
Sys 1 and also on patient facing side of Systm 1
Vaccination claims -
Running report
Completing forms
Sending off claims monthly
Keeping record of scrips sent
Managing letters folders
Monitoring and disposing of letters more than 3 months old
Contacting patients who have
not collected their letter
Banking
Recording
all payments taken
Balancing the cash
Milk expenses
Recording all payments to staff
for milk and reimbursing
Admin manager for:
Accurx and Patchs
Setting up all users and logins
Notice boards
Keeping messaging up to date on
notice boards in waiting room and behind reception
Managing stationary stocks
Creating procedures to improve daily
operations such as :
Banking
record
Registration log
Inward referral forms
Templates in Docs folder on
shared drive
Insurance claims
Creating invoices, managing payments
and sending reports out by special delivery to Insurance companies
Patient Record request fulfillment
Logging all requests
for patients records from claims companies, exporting the record from
Sys 1 and sending out by post/email
Practice meeting
Taking
notes and typing up
Filing on shared drive
Notifying everyone on News at
25 when it has been filed
Managing Street exemption scheme for car users
Communicating with Hounslow
Street Schemes for new car registrations
Managing patient issues with their online access
Ordering free PPE -
Monitoring apron, glove and
mask stocks and ordering online as needed
PCSE
Ordering record bags
Requesting labels for patients
who are no longer with the surgery
New registration form pads
Prescription forms
Communicating with them over
rejected registrations
Managing registrations
Specifically monitoring
patients that dont get fully registered and following up with PCSE
Filing of forms
Door signage
Creating and updating where necessary
Supplementary tasks
PCN pharmacists managing:
Booking the slots in
Creating rotas
Assigning work
Sourcing locums for holiday cover
Completing spreadsheets to record the communication
with locums and planning cover for all GP leave
Phone system management
Constructing the messages and sending to Louiscom
Updating when
required
Setting up all new staff on:
On Systm 1
ICE
Referral system for hospitals
Cervical Screening London
New/Renewal /Replacement of smart cards
Completing the appropriate form and managing all
communication with North West London ICB
Gateway PC
Ensuring the gateway login for Sys 1 is always used and always on
Monitoring of connectors for Patches and Cancer
study
Assisting Practice Manager with line Managing of Reception:
Providing leadership and guidance for all reception staff
including:
Overseeing reception activity and systems
Resolving Systm 1access issues for staff
Call board
Solving connection issues
Communicating with Envisage to give remote access
Soundreef
Connecting to speaker issues
Logging in to music
Managing the Soundreef account
Scanning -
Dealing with all scanning issues (regular basis)
Deductions
Overseeing 2 staff, who now do this between, them
answering all their queries over individual patients, locating notes and
documenting
Supporting all staff with their online logins to and
use of services:
Patches
E learning
Accurx
Card machine
Managing all aspects of the operation and connection
issues
Ordering refill rolls
Pc hardware connection issues
Evaluating problems and restoring function
Managing printer properties on all printers -
selection of trays, etc;
Training staff on all practice processes including
Tasks
Letter management
Receipts process
Filing of registration forms
Patient registration log
Filing
Calculating staff holidays
Using NHS guidelines to assess what each member of
staff is due
Creating new spreadsheets for each year and updating
with new information
Installation of new software within the practice -
Econsult, Push doctor, Accurx, Patchs, Erica Study
Troubleshooting hardware issues -
Pcs
External doors
Fridge
Shredder
Printers
Arranging disposal of old hardware and requesting new
when any piece has permanently failed