Receptionist/Administrator

Job description

Job responsibilities

Cornerstone Family Practice

Job Description

JOB TITLE: RECEPTIONIST/ADMINISTRATOR

REPORTS TO: PRACTICE MANAGER

HOURS: 37

Job Summary:

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Provide 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.

To provide point of contact for patients and act as a focal point of communication between patients, Doctors and other members of the Primary Health Care Team.

It is expected that you will conduct yourself with tact, sympathy, and efficiency and remain pleasant at all times.

Particular attention is drawn to the confidential nature of this post. All patients diagnosis and treatments must be held in the STRICTEST CONFIDENCE at all times.

Job Responsibilities:

Administration

• To have a thorough knowledge of all Practice procedures.

• To work in accordance of written protocols

• Filing electronic documents

  Reception

• Receiving patients consulting with members of practice team

• Handing completed repeat prescriptions to patient and checking names and address.

• Be able to cover all reception position as necessary

Appointments

• Process appointment requests for today future appointments from patients by telephone and in person.

• Deal with visits requests

Computer

• Registrations of new patients computer data entry and medical records.

• Process patients change of address computer data and medical records (have knowledge of practice area.

• Process repeat prescription request in accordance with practice guidelines.

• Use of Docman, scanning, read coding.

Telephone

• Have working knowledge of telephone system, during and after hours.

Other Tasks

• Clear rooms after surgeries

• Ensure building security have thorough knowledge of doors/windows/alarm.

• Make coffee for doctors

• Any other tasks allocated by managers

• Maintaining confidentiality at all times.

• Receiving patients and visitors courteously and efficiently.

• Making appointments and keeping appointment books for doctor, practice nurse etc in good order.

• Ensure consulting and waiting rooms are prepared in readiness for each consulting session.

• Answering the telephone, taking messages and passing them on appropriately.

• Taking requests for home visits and ensure they are noted in the book and on computer and passed on to the doctor for action.

• Sorting and distributing incoming mail, ensuring individual correspondence is dealt with ie reports etc.

• Dealing appropriately with outgoing mail.

• Book ambulances for patient hospital appointments.

• Liaise with hospitals, primary health care team, social services, etc.

• Computer data entry updating patient records, type referral letters etc.

• Using fax and photocopier.

• To keep a check on surgery supplies and equipment and inform practice manager accordingly.

• Periodically checking the fax to make sure it is operational and has an adequate paper supply before leaving in the evening

• Answering the telephone and conveying messages

• Accepting requests for repeat prescriptions, checking the fax and prescription box for repeat prescription requests

• Sorting the mail

• Photocopying insurance medicals and reports and maintaining record book and files there

• Charging patients the appropriate amount for private work, providing a receipt to the patient and recording the charge in the petty cash book

• Helping with the sorting of filing in new medical records in order that they are in the form used in the practice

• 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.

  Health & Safety:

  The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:

• Using personal security systems within the workplace according to practice guidelines

• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

• Making effective use of training to update knowledge and skills

• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

• Reporting potential risks identified.

  Equality and Diversity:

  The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

  Personal/Professional Development:

  The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

  Quality:

  The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk

• Assess own performance and take accountability for own actions, either directly or under supervision

• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

• Work effectively with individuals in other agencies to meet patients needs

• Effectively manage own time, workload and resources.

  Communication:

  The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members

• Communicate effectively with patients and carers

• Recognize peoples needs for alternative methods of communication and respond accordingly.

• Attend practice meetings

  Contribution to the Implementation of Services:

  The post-holder will:

• Apply practice policies, standards and guidance

• Discuss with other members of the team how the policies, standards and guidelines will affect own work

• Participate in audit where appropriate.

Person Specification

Qualifications

Essential

• Good standard of general education GCSE Mathematics c or above GCSE English C or above familiar with EMIS Web and Docman

Desirable

• Previous experience of working in a busy GP surgery

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

Cornerstone Family Practice

Address

3 Graham Street

Beswick

Manchester

M43 6LF

Employer's website

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