Job responsibilities
JOB
DESCRIPTION
JOB TITLE: PART
TIME RECEPTIONIST/ADMINISTRATOR
REPORTS TO: PRACTICE MANAGER
HOURS: Negotiable
Job Summary:
The primary purpose of
the post of Part-time Receptionist/Administrator is to provide a reception
service to patients visiting or telephoning the Practice, with the emphasis on
the use of good customer service and IT skills. The administrator element of
the role includes the provision of general secretarial support to the Doctor
and Practice Nurse involving word processing and audio typing skills,
generating repeat prescriptions and referral letters, combined with general
clerical work. Due to the nature of the role there will be a number of ad-hoc
duties/responsibilities which will need to be carried out will requested by the
Practice Manager/Drs.
Job Responsibilities:
- To provide an efficient audio, copy
typing and word processing service for the Doctor and Practice Nurse as
required. This includes the typing of letters, reports, patient referrals,
minutes, memorandums, etc. in an accurate and quality manner.
- Opening up and locking up the Practice
premises, switching telephones from, or to, Out of Hours Service at the
start and end of a shift and keeping reception area tidy.
- To make appointments, bookings and
admissions as required.
- Monitoring and providing direction to
ensure patients go in to doctor and nurse in correct appointment order.
- To liaise and arrange meetings (to
include the booking of rooms) as required.
- To establish and maintain filing and administrative
systems so that written or computer information is easily accessible and
secure.
- To retrieve medical records and assist
the completion of medical/insurance records.
- To maintain the file of hospital test and
treatment request forms.
- To maintain the file of repeat
prescriptions collected by the pharmacist.
- To generate all repeat and acute
prescriptions for patient collection or delivery to pharmacy.
- 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 accurately in accordance with
the Practices message taking policy, and dealing with appropriate
queries.
- To maintain the computer clinic system in
an accurate and secure manner.
- To assist with the gathering of
statistics and information when required.
- To provide cover for members of the
secretarial team during periods of sickness and annual leave.
- In liaison with the Practice Manager,
maintain adequate supplies of office stationery in order to perform your
secretarial duties.
- To receive and dispatch
mail and maintain a pending system.
- To complete daily computer
Actions regarding patient test results in accordance with the
instructions from the Doctor and in line with the practices protocol for
dealing with test results.
- To maintain the diary of
events for the Doctor and provide daily reminders of booked activities.
- To scan all patient correspondence
and file into the EMIS software patient computer records.
- Ensure all documents are
read coded and linked with patient records.
- To manage and update the
QOF (Quality Outcome Framework) register. Ensuring all actions are taken
to ensure maximum points are achieved.
- Add merge fields to Referral
Forms / other documents file for Drs use.
- Electronic Data Transfer
(EDT) Documents Check
- New Baby List Ensuring
all new 0-4 years child details are sent to Health Visitors.
- Enter Mammogram results onto
patient journal for Practice Nurse.
- Arrange Flu Clinic Appointments
in conjunction with Practice Nurse.
- Maintain Petty Cash Log /
Private Medical Requests and Payments Log (including insurance medicals).
- Follow up actions in
relation to pathology results, send out appointments as necessary, follow
up appointments as necessary and send out reminders.
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 recognizes 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.
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
- Participate
in audit where appropriate.
