Kinmel Bay Medical Centre

Receptionist/Administrator

The closing date is 04 June 2025

Job summary

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 clerical support to clinical staff and other members of the practice team. Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies. Within this progression we are expecting the successful candidate to directly supervise and develop initiatives to smarter working practices which provide optimum service delivery to our patients.

Main duties of the job

Opening up/locking-up of practice premises and maintaining security in accordance with Practice protocols. Appropriate signposting and care navigation using national/local guidelines and proceduresProcessing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professionalTaking messages and passing on informationGeneral Administration,filing and retrieving paperworkProcessing acute /repeat prescriptions and reviews in accordance with practice guidelinesComputer data entry/data allocation and collation, processing and recording information in accordance with practice proceduresInitiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providersEnsure an effective and efficient reception service is provided to patients and any other visitors to the practice.Deal with all general enquiries, explain procedures and make new and follow-up appointmentsExplain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.Dealing with feedback at local resolution and referring to complaints procedures when appropriate.Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.

About us

We are a partnership GP Practice, GP, Practice Manager, ANP, Pharmacist, Nurses, Secretary, Administrators and Reception.

Date posted

14 May 2025

Pay scheme

Other

Salary

£12.48 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A0533-25-0003

Job locations

The Square

Kinmel Bay

LL18 5AU

Job description

Job responsibilities

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

Maintaining, running and monitoring the practice appointments system

Appropriate signposting and care navigation using National Local guidelines and procedures.

Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional.

Processing and distributing incoming (and outgoing) mail.

Taking messages and passing on information

General Administration, filing and retrieving paperwork.

Processing acute /repeat prescriptions and reviews in accordance with practice guidelines.

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.

Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers

Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.

Deal with all general enquiries, explain procedures and make new and follow-up appointments.

Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.

Dealing with feedback at local resolution and referring to complaints procedures when appropriate.

Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.

Dealing with information requests, sending and receiving correspondence in accordance with Data Protection / GDPR

Registrations

Monitoring of incoming notes from Health Board.

Ensuring all new notes into the practice are labelled correctly.

Sorting and culling new patients records and letters in preparation for summarising.

Scanning and allocating of registration forms to patient records.

Patient Contact

Recall and appointment booking of all patients who are on the following chronic disease registers, Asthma ,COPD, CVA/Stroke, CHD, CKD, Hypertension, Diabetes, Pre-Diabetes

Recall patients for the following vaccinations, Flu, Shingles, MMR, ACWY, HPV, Pneumococcal.

Occasional duties (holiday/sickness cover)

Scanning of letters and relevant correspondence into patients notes.

Simple Coding of letters.

Scanning and allocating non workflow.

Coding non workflow.

Monitor and action generic email account for discharge letters and other relevant clinical paperwork.

Stamping and distribution of post.

Monitoring of outgoing notes to PCSE. Printing of all documentation necessary for the full record to be sent to the patients new GP practice.

Preparation of notes for return to Health Board.

Misc

Monitoring letters for patients not registered with the practice and returning them to the appropriate service provider.

Appropriately code degraded drugs/allergies.

Code mammography results.

GP2GP audit.

Unmatched pathology results.

GDPR patient contact details validation.

Supporting the Practice/Deputy Manager with administration duties such as printing /sending letters.

Supporting the Practice/Deputy Manager with clinical audits.