Receptionist/Administrator

Job description

Job responsibilities

Job Description Receptionist / Administrator

Job Title:

Receptionist / Administrator

Responsible to:

Operations Manager

Responsible for:

N/A

Job Purpose:

To ensure that the Reception and Administration functioning of the Practice runs smoothly, provides a high level of service to patients, doctors, nurses and other members of the Practice team

Duties and Responsibilities

Telephone Duties

Making appointments

Taking, and passing on, messages

Confirming No Action Required results and making appointments to discuss results

Signpost callers to the appropriate healthcare professional

Home visit requests

Deal with general enquiries and first level complaints

Contacting patients, other team members and associated healthcare agencies and providers

Reception Duties

Greet and direct patients and visitors

Register new patients and temporary residents

Making appointments

Handing out prescriptions

Ensure outstanding queries are explained and handed over to colleagues as necessary

Respond to requests of doctors and nurses during surgery

Collect payments from patients for non-NHS services

Deal with general enquiries and complaints

Keep Reception & Waiting Room area tidy and presentable

Filing

Filing and retrieving paperwork as requested (eg. Lloyd George envelopes)

Prescriptions

Dealing with requests and queries relating to repeat prescriptions

Raising prescriptions as per Practice protocols

General

Assist the Practice Management Team with management tasks and the general administration of the practice

Input and extract information from Practice computer system

Deal with SystmConnect on a daily basis actioning and assigning tasks as appropriate

Register New patients onto the system on a daily basis

Scan incoming correspondence and documents to patient records on a daily basis

Ensure all requests for photocopying are carried out daily

Shred confidential information on a daily basis

Print summaries and attached documentation from patient notes for inclusion in Lloyd George envelopes and onward transmission to health authority when patients leave the Practice

Summarise medical records

Tidy all Lloyd George envelopes received into the Practice ensuring all papers are in date order and neatly filed

General housekeeping

Have an overview of admin tasks (eg. cytology admin, recalls)

Opening up / locking up of practice premises and maintaining security in accordance with practice protocols

Observe health and safety guidelines at all times

Observe Confidentiality policy and guidelines at all times

Any other reasonable duties as necessary

GP Assistance

Submit referrals to the appropriate organisations on the instruction of the GPs

Deal with queries from patients and providers relating to submitted referrals

Receive and coordinate requests for medical records, insurance reports and medicals

Check Administration email account and deal with queries as required

Person Specification

Qualifications

Essential

• Good standard of general education
• GCSE Mathematics C or above
• GCSE English C or above

Desirable

• Qualification in Customer Care

Behaviours

Essential

• Smart, polite and confident
• Remaining calm under pressure
• Adaptability
• Using initiative
• Team working
• Punctuality
• Flexibility
• Confidentiality

Desirable

• Planning and organising

Skills

Essential

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

Experience

Essential

• Experience of working with the general public
• Practical experience of working with others
• Experience of using own initiative

Desirable

• Experience of reception work
• Practical experience of computerised recording systems
• Experience of working within General Practice

Knowledge

Desirable

• A detailed understanding of a General Practice office environment
• 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

Orchard Surgery

Dragwell

Kegworth

Derby

DE742EL

Employer's website

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