Receptionist​/Administrator

Overview

The purpose of the role is to:
Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way. Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of administrative support to clinical staff and other members of the Practice team.

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

• Opening up/locking‑up of Practice premises and maintaining security in accordance with Practice protocols.
• Maintaining and monitoring the Practice appointments system.
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional.
• Signposting of patients to appropriate services/clinicians.
• Processing and distributing incoming and outgoing mail.
• Taking messages and passing on information.
• Filing and retrieving paperwork.
• Processing repeat prescriptions in accordance with Practice guidelines.
• Producing blood test forms as directed by clinicians.
• Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures.
• Actioning new patient registration requests and completing the transferring out administration tasks for patients leaving the Practice.
• Process patients change of address/name/telephone number etc.
• Read Coding the information from electronic letters etc. into the Practice clinical system.
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
• Clearing, cleaning and re‑stocking consulting rooms as required.
• Providing clerical assistance to Practice and Trust staff as required from time to time, including word/data processing, filing, photocopying, and scanning.
• Ordering, re‑ordering and stock monitoring of stationery and other supplies.
• Dealing with clinical waste/sharps bins.
• Provision of refreshments for staff and visitors as required, washing dishes, and keeping the kitchen areas clean and tidy.
• Keeping the reception area, noticeboards, and leaflet dispensers tidy and free from obstructions and clutter.
• Receive and document receipt of medical record requests or reports and pass to appropriate clinician.
• Produce invoice through the clinical system, as advised by clinician, and send off.
• Document in notes when payments have been received and match up with original request.
• Maintain, update, and monitor computerised clinical system.
• Ensure all new registrations are entered onto the Emis Web clinical system.
• Update the database for all patient change of registration status as notified.
• Ensure all transfers off registration database are actioned as and when applicable.

Whilst 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.

• Using personal security systems within the workplace according to Practice guidelines.
• Identifying the risks involved in work activities and…