Job responsibilities
Job Summary
You will be responsible for the general administrative and reception
duties within the Practice and work with our established processes, policies
and procedures to provide a comprehensive high-quality service and deal
efficiently and courteously with patient enquiries.
Your regular duties in this role will be dealing with telephone, face
to face and electronic enquiries, booking and/or amending patient appointments
and home visits, contacting patients to provide information from the clinical
team and assisting patients to access our services and those available in the
wider community.
Job
Responsibilities
RECEPTION
Receiving
patients, consulting with members of practice team
Processing
personal and telephone requests for appointments, telephone consultations and ensuring
callers are directed to the appropriate healthcare professional
Register new
patients, checking all details for accuracy and enter on computer registration
link
Taking messages
and passing on information
- Initiating contact with and responding to
requests from patients, other team member and associated healthcare
agencies and providers
GENERAL ADMINISTRATION
Processing and
distributing paper correspondence received into practice
Process outgoing
mail taking to post office and logging in post book
Filing and
retrieving paperwork
- Computer data entry/data allocation and
collation; processing and recording information in accordance with
practice procedures
- Providing clerical assistance to practice staff
as required, including word/data processing, filing, photocopying, and
scanning
- Keeping the reception area, notice boards,
leaflet etc. tidy and presentable
- Cover sickness/annual leave and work reasonable
overtime when required.
- Perform any other relevant and reasonable duties
that may be requested by the Practice Manager, reception manager or
partners.
- Undertake statutory and mandatory training as
required.
- To provide an efficient word processing service for GPs and health
professionals as required. This includes the typing of letters, patient referrals,
etc. in an accurate and quality manner.
- To make appointments, bookings and admissions as required.
- To establish and maintain filing and administrative systems so
that written or computer information is easily accessible and secure.
- File patient records and correspondence in patient medical
records.
- To receive incoming and initiate outgoing telephone calls in order
to facilitate timely and appropriate communications with others, taking
messages and dealing with appropriate queries.
- To assist with the gathering of information re QOF, Audits, Enhanced
service data when required.
- To provide cover for members of the team during periods of
sickness and annual leave.
- Carry out administrative tasks relating to patient records,
including filing, document management and ensuring patients can access reports,
prescriptions and that they are easily accessible.
Scanning duties
- Scan patient-related documents onto
their medical record using read codes as agreed by the clinical team
- Add any additional information about
the source of the document
- Forward the document to the doctor or
nurse who initiated the referral or who is most appropriate to receive the
information
- Ensure incoming letters are scanned
onto the patient record within a 48/72-hour timescale
- Scan all internal paper documents on
to the relevant patients record and then store the documents in line with
surgery procedures.
APPOINTMENT SYSTEM MANAGEMENT
- Book/edit/cancel appointments and recalls
ensuring sufficient information is recorded to retrieve medical record.
- Monitor effectiveness of the system and report
any problems or variations required.
Deal with home
visit requests, carefully noting all details
MEDICAL RECORDS MANAGEMENT
- Retrieve and refile
records as required, ensuring that strict alphabetical order is adhered
to.
- Ensure correspondence,
reports, results, etc., are filed in correct record.
- Ensure records are kept
neat and tidy and in good repair with all necessary information recorded
correctly on the outer cover.
Processing repeat
prescriptions in accordance with practice guidelines
Handing completed
repeat prescriptions to patient and checking names and address.
CONSULTATION
ROOM PREPARATIONS
- Clearing and re-stocking of consulting rooms as
required
- Consulting rooms prepared in readiness for each
consulting session.
- Rooms are checked at the end of each consulting
session and left tidy and secure.
Other Job
Responsibilities
CONFIDENTIALITY
Maintain confidentiality of information, acting within the terms of
the Data Protection Act and Caldicott guidance on patient confidentiality at
all times.
Maintain an awareness of the Freedom of Information Act.
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 manage
their own and others health & safety and infection control as defined in
the Practices Health & Safety Policy, the Practice Health & Safety
Manual, and the Practices Infection Control Policy and published procedures.
Comply with Practice health
& safety policies by following agreed safe working procedures
Actively report health & safety hazards and infection hazards
immediately
Keeping work and general areas
clean and tidy, and using appropriate infection control procedures to keep work
areas hygienic and safe from contamination.
Undertaking periodic infection control training (minimum annually)
Awareness and compliance with
national standards of infection control, hygiene, regulatory / contractual /
professional requirements, and good practice guidelines.
Correct personal use of
Personal Protective Equipment (PPE) and ensuring correct use of PPE by others,
advising on appropriate circumstances for use by clinicians, staff and patients.
Reporting incidents using the
organisations Incident Reporting System
Using personal security systems within the workplace according to
Practice guidelines
Making effective use of training to update knowledge and skills
EQUALITY AND DIVERSITY
The post-holder will support, promote, and maintain the Practices
Equality & Diversity Policy.
No person whether they are staff, patient or visitor should receive less
favourable treatment because of their gender, ethnic origin, age, disability,
sexual orientation, religion etc.
The jobholder must comply with all policies and procedures designed to
ensure equality of employment and that services are delivered in ways that meet
the individual needs of patients and their families.
OTHER DELEGATED DUTIES
This job description is
not intended to be exhaustive - it may be changed after consultation with the
post holder. The employee shares with the employer the responsibility for review
and modification of duties.