Receptionist/Admin

Job description

Job responsibilities

HURLEY GROUP JOB DESCRIPTION

POST

Receptionist

LINE MANAGER/ SUPERVISOR

Reception Manager

LOCATION

Docklands Medical Centre

JOB PURPOSE:

It is the role of the Receptionist to assist the patients in the easiest possible way to see a clinician. To facilitate this the receptionist will ensure that :

I. Patient enquiries are handled courteously, efficiently and with empathy.

II. Filing, record keeping, and the distribution of documents are undertaken efficiently and promptly.

III. Administration tasks are undertaken with due care and attention to details.

MAIN DUTIES

RESPONSIBILITIES

PERSON SPECIFICATION LEVEL ( )

Reception duties

Opens and closes premises punctually as required.

Checks in and directs patients appropriately.

Takes and records accurate messages and passes on to relevant people.

Keeps the appointment book up to date and operates the appointment system as directed.

Arranges repeat prescriptions.

Aids special needs patients.

Liaise with outside organisations.

Arrange ambulance transport to hospitals

Arrange interpreters, as required

Direct patients wishing to make a complaint to the appropriate practice procedure.

Collects specimens from patients, stores correctly and prepares specimens for daily collection

Dealing with telephone queries

Have a working knowledge of telephones during and after hours

To provide cover for reception and administrative staff if required.

Maintain office supplies

Admin duties

Opens, distributes and posts mail.

Arranges non-routine appointments (secondary care)

Register new patients.

Return records to the Health Authority.

Prepare records for deductions

Maintain age/sex and patient registers and disease index.

Scans work flow and distribute information to team

Actions Lab Link results

Complete the relevant claim forms.

Participate in any project or audit that the practice may do from time to time.

General duties

Prepares and tidies consulting rooms, including stocking up with stationery and equipment.

Ensure posters and leaflet displays are tidy and in date

Watches for and reports to the Health and safety representative matters affecting safety and security in accordance with the Practice Health and Safety Policy.

• To ensure that letters and reports are produced promptly and well laid out in order to maintain the efficient running of the service.
• To ensure all enquiries are handled efficiently and courteously.
• Typing all referral letters and other correspondence dictated by the clinicians and other members of the team, taking note of deadlines.
• Undertaking record keeping for all referrals, and recording stats and data for audit and evaluation
• Reconciliation of referrals details with invoices
• Preparing reports and photocopying for medical reports- including typing or printing of patient summaries recording receipt and dispatch of records/ reports
• Liaison and organisation of practitioner-patient appointments with outside agencies
• Request results/ letters /notes/reports from other agencies as required
• Maintaining file of requests for medical reports of patients from outside agencies.

Scanning onto electronic patient records

CONFIDENTIALITY

In the course of your employment you will have access to confidential information relating to Hurley Group business. You are required to exercise due consideration in the way you use such information and should not act in any way which might be prejudicial to the Hurley Group interests.

Information for extra consideration includes access to the general business of the practice and any information regarding individuals.

Information relating to patients, carers, colleagues, other healthcare workers, or the business of Hurley Group 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,

If you are in any doubt regarding the use of information in the pursuit of your duties you should seek advice from your line manager before communicating any information to any third party

DATA PROTECTION

Hurley Group is registered under the Data Protection Act (DPA) 1984. You must not at any time use the personal data held by Hurley Group for any purpose not described in the registry entry or disclose to a third party

It is essential that a strict code of confidentiality is adhered to all times

All dealing within Hurley Group remain strictly confidential and the post holder would be expected to maintain confidentiality at all times during employment and also after employment has ended with the Hurley Group

If you are in any doubt regarding what you should or should not do in connection with the DPA then you must contact your line manager

HEALTH AND SAFETY

Employees must be aware of the responsibility placed upon them under the Health and Safety at Work act 1974 to maintain a healthy and safe environment for both staff and visitors

The post-holder will assist in promoting and maintaining their own and others health and safety and security as defined in the Health and Safety Policy (Staff Handbook)

Using personal security systems within the workplace according to Hurley Group guidelines

Identifying risks involved in work activities and ensuring appropriate safeguards are used when the activities are undertaken

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures

Maintaining work areas in a tidy and safe way free from hazards

Reporting any risks that are identified both timely and accurately to your line manager

EQUALITY AND DIVERSITY

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

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Hurley Group Policies, Procedures and current legislation

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

Behaving in a manner which is welcoming, non-judgemental and respects their circumstances, feelings, priorities and rights

QUALITY

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

Alert other team members to issues that affect quality and risk

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

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

Work effectively with individuals in other agencies to meet patient needs

Effectively manage own time, workload and resources

COMMUNICATION

The post holder should recognise the importance of effective communication within the team and will strive to communicate effectively with:

Other team members

Patients and carers

Recognise:

Peoples need for alternative methods of communication and respond accordingly

CONTRIBUTION TO THE IMPLMENTATION OF SERVICES

The post-holder will

Apply Hurley Group , standards and guidance

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

Participate in audit where appropriate

FINANCIAL REGULATIONS

All Staff are responsible for security of any property belonging to Hurley Group avoiding loss or damage and being economical and efficient in the use of resources

Staff should conform to the requirements of the financial procedures which include the Bribery, Fraud and Corruption Policy and other polices as set out in the Staff Handbook

SAFEGUARDING OF CHILDREN AND VULNERABLE ADULTS

All employees have a responsibility for:

Safeguarding children and Safeguarding Adults in the course of their daily duties

For ensuring that they are aware of the specific Safeguarding duties related to their role

GENERAL

The post-holder

Is advised that the job description describes responsibilities as they are currently required and these are subject for review and updating in the light of changing service needs. Any changes will be subject to consultation as part of the annual appraisal

Should be aware that job descriptions are not fixed although every effort is made to ensure that the responsibilities reflect what you are being asked to do. However by the nature of the business that Hurley Group undertakes this demands flexibility in order to provide a service to our patients and Doctors. The job title and description may be amended and you may be asked to undertake additional duties not specified that may be reasonably required

May be expected to work at any of the medical practice sites in line with service needs

Must at all times carry out his/her responsibilities with due regard to the Hurley Group Equal Opportunities Policy (Staff Handbook)

Has a contractual duty to participate in the practice performance appraisal scheme and to contribute to their own personal development and the development of any staff they are responsible for

Is expected to follow the Hurley Groups general standards of performance and behaviours. If you require a copy of this document please ask your line manager or contact the HR department

Person Specification

Experience

Essential

• Person Specification Receptionist
• CRITERIADESCRIPTORESSENTIALDESIRABLE
• 1.Skill/Qualification/Experience Level GCSE or NVQ Level 2 or equivalent experience.
• Computer literate, including MS word, excel, PowerPoint and Outlook
• 2.Scope to ActAbility to follow practice polices and procedures and ensure that patient paperwork is accurate and prepared in a timely manor to facilitate the smooth running of the practice and delivery of high quality patient care
• 3.Staff Management Provide information and advice to patients and support colleagues who need help with practice based tasks in line with established polices and procedures
• 4.Budgetary ResponsibilitySupport practice performance by monitoring stock levels and informing line manger when need to order more stock/ items are reaching their end of use date.
• 5.Organisational Skills Experience of providing support to patients and work colleagues
• 6.Knowledge/Capability
• Ability to work on own initiative and as part of a team to ensure the smooth running of the reception area HR in line with established polices and procedures
• 7.Role Complexity Experience of working a with patients and multi-disciplinary staff , ideally within a health care setting
• 8.Service Development/
• Implementation Ability to follow set work programmes to support practice performance e.g. run searches and recall programmes to meet public health targets
• 9. Communication/Influencing Experience of managing communication with the public and work colleagues and ability to communicate appropriately at all times ,both verbally and in written communications
• 10.Decision Making Ability to meet daily deadlines and prioritise conflicting workload demands to meet patient needs

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

Hurley Group

Address

Docklands Medical Centre

100 Spindrift Avenue

London

E14 9WU

Employer's website

http://hurleygroup.co.uk/ (Opens in a new tab)