Job responsibilities
Job responsibilities:
Management of medical records
Ensure that records are accurately assembled in advance of each consulting session
Ensure that records are available in the instances of urgent consultation
Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
Ensure correspondence, reports, results etc. are filed in correct records
Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover
Management of appointment system
Ensure total familiarity with all appointment systems including regular and incidental variations
Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record
Monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients
Monitor effectiveness of the system and report any problems or variations to the Senior Receptionist
Administrative support
Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date
o Cytology
o Pathology results
o Vasectomy service
o Immunisation recalls (excluding childhood immunisations)
o Summarising hospital records
o Appointment scheduler and sessions and associated rotas
o Billing and invoices (payable to the Practice)
o Orders and payments (payable by the Practice)
o Meeting minutes
o Accounts
o Payroll and staff scheduler
o Awareness of and compliance with all Safeguarding policies/guidelines
o Attending training and events organised by the practice or other agencies, where appropriate
o Completion of Practice Index training modules that are relevant to the role
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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will 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
Actively reporting of health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
Undertaking periodic infection control training (minimum annually)
Reporting potential risks identified
Demonstrate due regard for safeguarding and promoting the welfare of vulnerable adults and children.
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
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
