Practice Administrator / Receptionist

Job description

Job responsibilities

Job summary:

The purpose of the administration and receptionist role is to:

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 secretarial and clerical 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

To provide general secretarial support to the doctors, practice management team and health professionals, involving word processing with general clerical work as required

Exercising appropriate judgement, provide non clinical information/advice to patients, staff, carers and other healthcare professionals.

To provide annual leave/sickness cover for administrative colleagues

Duties and responsibilities:

The duties and responsibilities to be undertaken by members of the practice administration team may be specialised to one part of this job role, such as prescribing administration, secretarial administration, front of house administration etc. Job roles may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Management Team, dependent on current and evolving practice workload and staffing levels.

Reception/Front of House Administration:

To provide the main front of house point of contact for patients and act as a focal point of communication between patients, doctors and other medical staff, to include but not limited to:

• Booking appropriate appointments and recalls, ensuring all practice protocols are adhered to including emergency protocols; to ensure all FOH protocols and procedures are adhered to and reviewed regularly; ensure that all correspondence, reports etc are filed in correct record and all relevant data recorded on the computer system; to ensure the practice appointments and patients records system is maintained and monitored; Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice; Respond to all requests for assistance from patients and visitors.
• Premises:
• Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
• When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.

Prescribing Administration:

Maintaining the repeat prescribing system in accordance with the practice Repeat Prescribing Policy.

This deals with the main communications and administrative main responsibilities above, including but not limited to:

• Co-ordinate and maintaining medicines management according to Standing Operating procedures; recording of patients medication and printing of repeat prescriptions and associated features, near patient testing, blood form requests and contraceptive services; to provide a repeat prescribing services in accordance with the practice Repeat Prescribing Protocol, meeting the 48 hours turn-round time.

General administration:

To provide an efficient administration service for the GPs and health professionals as required, including typing letters, reports, patient referrals, minutes, choose and book, docman and processing electronic forms and memoranda etc in an accurate and efficient manner.

Person Specification

Qualifications

Desirable

• Customer Care and / or conflict management courses

Experience

Essential

• Experience of working with the general public in a high pressured environment
• Experience of problem solving and using available resources to support patients/general public
• Experience of working with new computer systems (any)

Desirable

• GP Practice experience or any Primary Care reception experience would be useful
• We are also looking for those who may have worked alongside patients or the general public as an advocate - experience of communicating with various organisations.

Knowledge, Skills & Abilities

Essential

• We would expect all candidates could provide evidence of the following:
• Excellent customer service record
• Experience of working in an admin or reception role, preferably
• one of high pressure
• Great team working skills
• Using initiative to solve issues in a professional manner
• Great knowledge of confidentiality and information security
• Confident and competent with computers
• Fantastic telephone manner, especially under pressure

Desirable

• Ideally candidates would have knowledge of NHS Primary Care
• Knowledge of Care Navigation / Signposting

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

Oakwood Medical Centre

Address

Broadway

Barnton

Northwich

Cheshire

CW8 4LF

Employer's website

https://www.oakwoodmedicalcentrebarnton.nhs.uk (Opens in a new tab)