Job responsibilities
Whiteacres Medical Centre
Job Description
Job Title
Medical Receptionist/Administrator
Accountable to
Practice Manager
Salary Range
Depending on experience
Contract Type
Permanent
Working Hours
Full time 37 hours per week
(Working pattern to be agreed but will
include 1 late night until 6:30pm)
Part-time hours may also be
considered
Location
Whiteacres Medical Centre, Maple Road, Malvern,
Worcestershire WR14 1GQ
Job Summary
Reception
& Administration:
Receive, assist and direct patients in accessing the
appropriate service or healthcare professional in a courteous, efficient and
effective manner. Carry out a range of duties to support the smooth running
of the practice to provide a high quality primary care service.
Reception
Ensure
an effective and efficient reception service is provided to patients and
visitors to the practice.
Assist with vaccination clinics and direct patients to the correct area and assist vaccination data on the recording system.
Open
premises at the start of day and make all necessary preparation checks to receive
patients. Secure the premises at the end of day ensuring the building is
totally secured.
Deal
with all general enquiries and process appointment requests from patients via
the telephone and in person and update the EMIS clinical system.
Action
Repeat Prescription requests.
Administration
Receive
and distribute internal and external mail and documentation.
Ensure
messages are logged accurately and timely for clinicians for patient home
visits.
Liaise
with all third-party agencies to arrange patient care as instructed by GPs.
Maintain
and accurately input data into Practice computer system and patients
electronic record. This may include coding of clinical information, such as
diagnosis and diagnostic test results in accordance with Practice protocols.
Process
incoming correspondence and scan clinical information to patients notes.
To
receive incoming and initiate outgoing telephone calls to facilitate timely and
appropriate communications with others, taking messages and dealing with
appropriate queries.
Process
messages via Docman workflow and tasks.
Provide
non-clinical advice and information to patients, carers, relatives or staff
either face to face, over the telephone or by other means.
Chase
hospital results/appointments/queries as appropriate. Any other administrative
duties required to assist the running of the practice.
Process
new patient registrations and changes of address requests.
File
and retrieve medical records, process in accordance with the Practices
procedures.
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, recognising peoples needs
for alternative methods of communication and responding accordingly.
- Provide and receive routine information either verbally or written,
requiring tact or persuasive skills to overcome barriers to
understanding.
- Deal with potentially complex, sensitive or confidential enquiries
from patients, staff and the public.
- Remain calm and professional when working in periods of increased
practice activity or when faced with difficult situations
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
recognises 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.
- 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
The above Job Description will be subject to periodic review
in discussion and the agreement with the post-holder.