Practice Administrator

Job description

Job responsibilities

Job Description: Administrative Assistant with Reception duties

Role in Practice: Support patients by attending to the Surgery reception and answering telephone calls, providing a confidential and appropriate response to patients. Maintain accurate records, file medical notes, input date and scanning into the computer system.

Responsible for: No Supervisory responsibility for staff

Responsible to: Team Leader

Accountable to: Management team and Partners

Summary: The post-holder will be responsible for providing effective and efficient administrative support to the Partners and other Professional staff.

Responsibilities:

• To have a thorough knowledge of all practice procedures
• To work in accordance with written protocols
• Accurately pulling/filing notes for surgeries and updating as necessary
• Filing post including test results in medical records
• Fax, photocopy and scan as requested
• Dealing with incoming and outgoing post
• Handling cash and card payments from patients correctly and accurately

• Receiving patients effectively
• Professionally consulting with members of practice team
• Be able to cover all reception positions as necessary

• Process appropriate appointment requests from patients by telephone and in person
• Deal with patients, external agencies and visitors requests

• Registration of new patients computer data entry and medical records
• Process patients change of address computer data and medical records, having knowledge of the practice area
• Process repeat prescription requests in accordance with practice guidelines

• Have a working knowledge of the telephone system
• Take calls from patients in a polite, courteous, confidential and efficient manner
• Receive and pass on messages clearly and accurately

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.

Other Tasks

Ability to work within a team

Ability to communicate with people at all levels

Be familiar with and adhere to Practice policies and procedures ensuring that patient confidentiality is maintained at all times

Possess the ability to self-motivate, organise and prioritise own workload

To undertake other responsibilities, within the scope of the grade, agreed through consultation to maintain a high standard and efficient secretarial service

You are requested to be flexible and the Partners reserve the right to alter such fixed hours as may be considered necessary to ensure the Practice runs smoothly.

Person Specification

Behaviours

Essential

• Smart, polite and confident
• Planning and organising
• Performing under pressure
• Adaptability
• Using initiative
• Team working
• Self motivated
• Flexibility
• Confidentiality

Qualifications

Essential

• Good standard of general education

Desirable

• GCSE Mathematics C or above
• GCSE English C or above
• AMSPAR Receptionist certificate
• NVQII in Customer Care

Experience

Essential

• Experience of working with the general public

Desirable

• Experience of reception work
• Experience of working within General Practice

Skills

Essential

• Excellent communication skills (Written and Oral)
• IT skills
• Clear, polite telephone manner
• Time Management and the ability to work to deadlines
• Problem solving skills
• Interpersonal skills

Knowledge

Desirable

• Knowledge of SystmOne

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

PartnersHealth

Address

Bingham Medical Centre

3 Newgate Street

Bingham

Nottingham

NG13 8FD

Employer's website

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