Ensure all
equipment and lights switched off
Ensure all
windows / doors / shutters are closed securely and bolt the fire doors if there
is a bolt on it
Ensure all
fridges reset and current temperature recorded, check within range 2 to 7
Dial each
phone line to check the phones have gone over to the answer machine
Ensure all
samples are placed in the sample fridge and a note left on reception desk
samples in fridge for the next morning
Set alarm
and be familiar with procedure if alarm goes off
Lock all
prescriptions away
Lock all
cabinets containing Medical Record
Post
Open and distribute appropriately
Do not open post which may be of a financial
nature, hand this to the practice manager or in their absence the senior partner
Date stamp all correspondence on arrival
Distributing contents of blue bag
Notes:
Maintaining in good state of repair
Replacing wallet when necessary
Marrying up new notes
Ensuring handwritten notes and correspondence
in date order
Filing notes in cabinets in alphabetical order
Correspondence filing in date
Retrieve notes for queries and as requested for
searches / audits by doctors or other members of the primary health team
Return notes to PCT when patients leave or have
died (including computer summary print-out)
Maintain accurate computer and paper patient
records (e.g. changes of address and surname)
Scanning of letters etc
Updating clinical summaries on computer (and
paper) records as per protocol
Medical specimens:
Receive from patients
Be aware of types of samples sent and
forms/containers required
Ensure safely and appropriately stored
Record in log
Appointments:
Book appointments for all surgeries and clinics
on computer (including private consultations + charges for patients outside EU)
General maintenance of appointments
Record
patients arrival for an appointment on computer
Patient contact:
Greet
patients politely and be customer friendly / understanding with patients
remember they are often ill
Remember
you are often the first person that visitors / patients / other callers come
into contact with on entering or telephoning the surgery, and first impressions
count and last.
Deal with
requests or queries from patients, Doctors, practice manager, nurses, other
health professionals and outside agencies.
Take,
record and pass on messages
Contact
patients to pass on requests or messages as requested by a doctor, nurse or the
practice manager
Inform
patients of results, hospital or other appointments as requested, according to
relevant protocols
Record all
telephone and significant contacts with patients (e.g. results given) on the
computer as per protocol
Dealing
with tasks to and from patients and doctors.
Deal with
complaints in line with protocol
Arrange Interpreters
as and when required.
Liasing with other health and non-health care professionals:
Anyone who
telephones or visits the surgery
Contact
GPs by mobile telephone, in emergency, if out of surgery
Includes
physiotherapist, midwife, health visitor, CPN, district nurses, pharmacists,
locums, laboratories, hospital staff, solicitors, insurance companies etc.
Take
messages for doctors or other members of the primary care team
Enquire
about, confirm and book hospital appointments on behalf of patients
Assist
with booking appointments, arranging clinics and advising as necessary
Providing
non-clinical information to patients and other agencies according to
confidentiality guidelines / protocol (e.g. how to access social services,
self-certification)
Referring
for social service assessments as requested by a doctor
Prescriptions:
Take
patient / doctor / nursing home/ pharmacy / hospital requests for prescriptions
Produce
prescriptions as requested
Ensure
prescriptions signed by a Doctor before leaving the surgery
Inform
patients of medication review dates, especially if due
Discuss
queries about prescription requests with a doctor
Do not
issue any drug that is not a regular repeat prescription, that has not been
issued for >6months or is requested greater than a week in advance of
being due, without discussing with a doctor first
Be able to
set up and manage the nomad system of prescriptions
Liase with
the hospital or pharmacies about medications as required
Ensure
prescriptions reach the correct destination (e.g. chemist for collection or
delivery, post, collect from surgery)
Home visits:
Enter any
Visit Request on the Triage List clearly stating -HOME VISIT REQ
With any
request note down:
- The
name of the patient, the name of the requester,
- Their
current address,
- A
telephone number for the doctor to contact the patient on,
- A
brief summary of the problem,
- Any
request due to chest pain ask the patient to dial 999 if the pain is still
present and inform the on-call doctor immediately in all cases.
Any
request for an urgent visit inform the on-call doctor immediately and ask the
patient for a telephone number the doctor can call them back on. Put the call
through to a doctor in surgery if available.
Ensure
that the patient is housebound and definitely not able to attend the surgery
(suggest relative / friend to bring or a taxi).
If the
patient is not housebound, explain that visits are only usually provided for
housebound people and that the doctor will need to speak to them before a visit
is performed. Take a telephone number for the doctor to speak to the patient later.
Ordering ambulances
/ medicars / taxis:
Order and arrange home oxygen instalment as requested by hospital / GP
Financial
Accept monies and cheques from patients in lieu
of private work performed by doctors (and occasionally in other circumstances)
Record all money received and provide receipts
to the patient
GP links
Registration of patients (new and temporary):
Notification of deaths:
Ensure dead letters sent in conjunction
with secretary
Return notes (including computer summary
print-out) to PCT
Notification of patients leaving:
Minor surgery:
Book appointments and organise clinics
Inform patients of appointments
Ensure appropriate equipment available (in
conjunction with nurses)
New patient medicals:
Other:
Administer
claims
Deal with rejections, unacknowledged, unmatched
and returned claims and those requiring amendment
Liase with EMIS at all stages as required
Prepare and produce quarterly and annual
returns in conjunction with the practice manager
Check
registration and communication links
Perform IOS reconciliation
Perform high security changes according to
protocol
Stationary and
prescriptions:
Monitor
supplies and order when necessary prescriptions, med 3,4,5 forms and other
stationary items
Faxing,
photocopying and scanning:
Training and
assisting with induction of new staff:
Maintaining the
reception, waiting and office areas in an orderly and tidy state
Other areas:
Searches and audits eg. for quality payments,
targets
Data input
Chronic disease clinic management
Scanning
Significant Event recording.
Any other jobs the
Practice Manager or Doctors may reasonably ask you to perform.
