Medical Receptionist/Administrator

Job description

Job responsibilities

Appointments

• To lead on the review of Docman correspondence to ensure that only items requiring clinical review are forwarded to GPs . To read code diagnoses from hospital letters and other correspondence in accordance with Practice protocols.
• Process appointment requests for today future appointments from patients by telephone and in person.
• Deal with visits requests
• Maintain working knowledge of the appointment system i.e. times of all clinics, duration of appointments, knowledge of computer system, doctors rotas, and procedures for booking routine and urgent appointments.
• Book appointments accurately and appropriately, initialing data entries.
• Monitor daily available appointments and report any overload to supervisor as appropriate.
• Ensure sufficient appointments are blocked off for urgent and triage appointments.

Computer

• Registrations of new patients computer data entry and medical records.
• Process patients change of address computer data and medical records (have knowledge of practice area.
• Process repeat prescription request in accordance with practice guidelines.
• Process deductions/amendments in accordance with health authority guidelines.
• Process out of hours correspondence in accordance with practice guidelines.
• Process online medicine management in accordance with practice guidelines.

Telephone

• Have working knowledge of telephone system, during and after hours.
• Cover for telephones when necessary
• Receive and make calls as required. Divert calls and take messages as appropriate, recording information for Doctors to action (home visits, phone calls etc)
• Ensure phones are accurately transferred to and from night duty service by programming the switchboard to set procedures.

Other Tasks

• Clear rooms after surgeries
• Ensure building security have thorough knowledge of doors/windows/alarm.
• Make coffee for doctors
• Act as a chaperone as required
• Cover for colleagues absent on leave
• Unlock premises, cancel intruder alarm and adjust heating, lighting and ventilation as required to meet circumstances.
• Lock premises, closing all windows, turning off lights and setting the intruder alarm.
• Any other tasks allocated by managers

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

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. This will 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
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training (minimum annually)
• 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 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.

Safeguarding Responsibilities

• Comply with Safeguarding Children & adult Policy and standard operating procedures to

Safeguard vulnerable children up to 18 years, this includes the Protocol for Children who Do

Not Attend Clinics, fulfilling your role as defined in these documents.

• Know about the range of physical abuse, emotional abuse, neglect and sexual abuse.
• To be able to recognise the signs of abuse appropriate to role and what action to take.
• To seek advice and report concerns, ensuring that they are listened to.
• To know what to do if there are any concerns.
• To understand the importance of sharing information, how it can help and the dangers of

not sharing information.

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
• Recognize 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

Person Specification

Qualifications

Essential

• The person will
• - Have experience working within a medical environment (desirable)
• - Have experience using Emis Web (REQUIRED)
• - Be able to pick up new systems and ways of working quickly and effectively
• - Have a flexible approach to work
• - Have a confident telephone manner
• - Have an awareness of confidentiality and sharing information
• - Possess a good standard of IT skills
• Job Type: Part-time
• Part-time hours: 20-25 per week
• Salary: From £11.00 per hour
• Benefits:
• Flexitime
• On-site parking
• Schedule:
• Day shift
• Flexitime
• Monday to Friday
• Overtime
• Application question(s):
• Must have experience of using EMIS
• Experienced: Docman 10
• Medical Receptionist: 1 year (required)
• Work Location: In person

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

Fernley Medical Centre

Address

Fernley Medical Centre

560 Stratford Road

Sparkhill

Birmingham

B11 4AN

Employer's website

https://fernleymedicalcentre.nhs.uk (Opens in a new tab)