Job responsibilities
JOB DESCRIPTION
Main duties and Responsibilities
1. Admin
- To open, date stamp and distribute the daily Royal Mail post, taking the necessary action regarding paperwork, correspondence and reports which require specific attention.
- To receive, open, date stamp and distribute the daily hospital post to the scanning team.
- To scan and read code information onto patient medical records in line with practice protocols. Working to the protocol in place for document workflow.
- To ensure that the generic email account is checked on a regular basis for incoming letters/reports/requests that may require urgent attention.
- To prepare and ensure that outgoing post is ready in time to meet the last available Royal Mail collection time before the end of the working day.
- To take meeting minutes of meetings as required
2. Reception Duties
- To record the time of arrival of each patient on the computerised appointment system and ensure that when the patient is called forward, they are clearly and correctly routed to the appropriate consulting or treatment room.
- Ensure that patients without appointments but who need urgent consultation are seen in a logical and non-disruptive manner
- Explain practice arrangements and formal requirements to new patients and those seeking temporary cover. Ensure procedures are completed.
- Advise patients of relevant charges for private services, accept payment and issue receipts for same
- Respond to all queries and requests for assistance from patients and other visitors
- Enter requests for home visits onto computer including all relevant information and where necessary refer to the doctor
- Ensure that requests for repeat prescriptions are actioned and forwarded to the prescription desk for processing.
- Check Out of Hours (OOH) reports when designated as OOH person on the rota and ensure GPs are informed of reports in accordance with practice protocol.
- Ensure that any telephoned lab results are acted on according to the practice protocol.
- Ensure reception and waiting areas are kept neat and tidy
- To ensure all matters arising during her period of duty in reception, or wherever she is employed, that cannot reasonably be dealt with during the duty period, are passed to the incoming receptionist in a clear and concise manner
3. Management of Appointment System
- Ensure total familiarity with all appointments systems in use, including regular and ad-hoc variations
- Book appointments and recalls in accordance with practice policy
4. Management of Medical Records
- Ensure that correspondence, reports etc are filed in the correct record
- Ensure that all patient details are kept up to date on the computer and paper records
5. Operation of Telephone System
- Receive and make calls as required. Divert calls and take messages as appropriate
- Ensure that the system is operational at the beginning of each day and switched over to the out of hours answer phone at the end of the day.
6.Start and End of Day Procedures
- Open up premises at the start of each day and make all necessary preparation to receive patients
- Secure premises at the end of each day and activate alarm upon leaving the building.
- Check the fire alarm console and record the results on the log sheet
7. Other Duties
- To inform the practice manager / office supervisor of problem areas such as damage, unserviceable equipment, complaints, low supply of forms and any other subjects that need attention as they develop, before they become a major problem.
- To receive and externally check all packages delivered to the practice, signing as the recipient, further ensuring that all vaccines are deposited in the fridge and that delivery notes/invoices are forwarded to the Practice Manager.
- To ensure that the appropriate person is informed that goods have been delivered so that the goods can be dispersed properly. To further ensure that prescription associated forms are securely locked away in the correct cupboard, having been registered first.
- Perform other reception and clerical duties from time to time as required by the needs of the service
8. Special Requirements of the Post
- An understanding, acceptance and adherence to the need for strict confidentiality
- An ability to use own judgement and resourcefulness, common sense and local knowledge to respond to patient enquiries and requests
- Excellent communication skills
