Administrator / Receptionist

Job description

Job responsibilities

JOB SUMMARY

The main aim for this job role is ensure the smooth running of the surgery for patients and clinicians through operating an effective and efficient appointments system and providing administrative support to all members of the practice team.

DUTIES AND RESPONSIBILITIES OF THE POST

Main duties and responsibilities of the post:

Management of electronic medical records

• Ensure that records are up to date, comprehensive and accurate
• Scan incoming documents to SystmOne using workflow templates to ensure accurate coding
• Enter records of patient interactions on SystmOne as instructed
• Manage communications from patients and healthcare professionals via interactive website and NHS App
• Handling the safe and timely processing of requests for repeat prescriptions from patients.

Management of paper medical records

• Ensure that records are available for urgent consultations or other purposes as required
• Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
• Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover

Management of appointment system

• Ensure total familiarity with the appointment system including regular and incidental variations
• Book appointments and recalls ensuring sufficient information is recorded in line with our digital triage policy and signposting tools
• Monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients
• Monitor effectiveness of the system and report any problems or variations to the Practice Manager
• Book home visits when appropriate

Administrative support

• Provide administrative support to members of the primary health care team.
• Liaise with Consultants & their secretaries
• Answer general enquiries from patients over the telephone & at the main reception or signpost to the correct service
• Monitor the surgery email inbox and action documents accordingly

Undertake other relevant duties as required.

ORGANISATIONAL POSITION

The Administrator/Receptionist will report to the Practice Manager.

INDIVIDUAL RESPONSIBILITIES

• Adhere to DHC policies and procedures and relevant legislation including the requirements of any professional bodies attend mandatory training as identified by the DHC. Be particularly aware of the importance of Equality and Diversity, ensuring that all colleagues, patients, clients and visitors are dealt with in line with DHC policy.
• Participate in reflection, self-evaluation and continuous professional development including performance review. Ensure mandatory training is up-to-date at all times.
• Contribute to ongoing projects as required.
• This job description represents an outline of the responsibilities of the post and is not intended to be an exhaustive list of duties or tasks. It will change and develop in line with organisational needs and may be amended following consultation with the post-holder. Additional duties and responsibilities that are in line with the scope and responsibility of the role may be added in future

CONFIDENTIALITY

The post holder must maintain the confidentiality of information about patients, clients, staff and DHC business in accordance with the Data Protection Act 2018 and Caldicott Principles.

WORK SETTING AND REVIEW

The post holder will work under the guidance and leadership of the Practice Manager and Clinical Lead GP for Pond Tail. Once familiar with the surgery and DHCs systems, policies and procedures, s/he will be expected to pro-actively manage their day-to-day tasks, prioritising them accordingly with the minimum supervision required.

Regular meetings with the PM will take place in order to discuss and prioritise work and any issues or problems are to be reported to and discussed with the PM at the earliest opportunity.

Annual appraisals take place within DHC during which yearly objectives are set. These are monitored regularly to ensure they are successfully achieved.

All staff at DHC are encouraged to develop their skills to keep them up to date and to learn new systems and procedures.

This job description represents an outline of the responsibilities of the post and is not intended to be an exhaustive list of duties or tasks. It will change and develop in line with organisational needs and may be amended following agreement with the post-holder.

Person Specification

Qualifications

Essential

• Studied to a minimum standard of GCSE (Grade A-C) or equivalent, in English and Maths

Experience

Essential

• Previous successful administration experience in a similar role (minimum of one year).
• Experience of using Word and email

Skills and Aptitude:

Essential

• A good eye for detail and for maintaining accuracy in all work.
• Organised, good time management skills.
• Able to cope with a busy workload.
• Positive approach, calm under pressure.
• Ability to form and maintain good working relationships with colleagues and patients.
• Ability to work constructively as part of a small team.
• Able to maintain confidentiality at all times

Other factors

Essential

• Efficient and meticulous approach to undertaking tasks

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

Dorking Healthcare Ltd.

Address

Doctors Surgery

Godstone Green

Godstone

Surrey

RH9 8DY

Employer's website

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