Reception / Admin team

Job description

Job responsibilities

Provide administrative support to the partners and Practice Manager;

Assist in the administration of patient referrals as required, including booking appointments, liaising with patients/departments, dealing with queries from patients/partners/hospital departments and sending letters on behalf of partners;

Handling telephone enquiries from patients, consultant’s secretaries, insurance companies, solicitors etc;

Processing insurance reports and solicitors’ letters, which may include checking patient details, handling any associated payments, liaising with patients over any issues regarding confidentiality;

Advise partners and staff of any non-NHS/private patient charges that would apply for consultations or when processing particular forms submitted by patients, e.g. private medicals and tests, production of copies of patient notes etc;

Make appointments and check in patients on the clinical system (SystmOne), maintaining an awareness of the partners’ rota and prevailing conditions that could affect the optimum management of appointments;

Advise new and temporary patients, both NHS and private, of the registration process. Register patients appropriately, including the forwarding/receipt of patient’s records and amendment and updating of patient details and direct to appropriate waiting area;

Ordering stationery on behalf of the practice, obtaining the necessary authorisation from the Practice Manager;

Undertake ad hoc administrative projects on behalf of partners/managers, such as referral audits;

Take accurate messages, assessing their urgency, and passing on the information appropriately to doctors, nurses and other staff attached to the practice;

Deal with repeat prescriptions in SystmOne, being aware of the restrictions applied to the controlled drugs issuing and collection procedures;

Prepare paperwork necessary for home visits by the doctors;

File and archive records, letters and reports;

Arrange appointments and transport for patients, including emergency transport arrangements;

Sort incoming and outgoing mail and faxes as necessary;

Ensure timely and appropriate transportation or postage of samples/ specimens to hospital;

Use tact, diplomacy and care when dealing with patients who may be upset, including those who may react aggressively or abusively;

Receive payments from patients and record accurately by credit card, cheque and/or cash receipt books and provide receipts;

To undertake a variety of administrative tasks adhering to set practice protocols and to implement and initiate new policies where necessary;

To manage and prioritise own workload and plan the day in order to meet deadlines;

Be aware of external organisations and their relationship with the practice e.g. Cambridgeshire & Peterborough CCG, Addenbrooke’s;

Keep the reception office, records and waiting rooms tidy and undertake any other tasks which contribute to the smooth and efficient organisation of these areas;

Unlock and lock the building at start and end of day where appropriate. Ensure the building is secure e.g. windows locked, lights and electronic equipment off and the alarm set;

Cover where necessary in the absence of other receptionists/administrators on sick or annual leave etc;

Attend suitable training sessions or courses, approved by the Practice Manager, in order to enhance skills and knowledge;

Undertake general administrative duties;

To undertake any other duties which may reasonably be delegated by the Partners and Practice Manager;

This job description is intended as a guide to the main duties of the post and may be subject to change in relation to the development of the service. Any changes made will be in consultation with the post holder.

Person Specification

Experience

Essential

• Experience working in a patient-facing or customer-facing role.
• Competence with computers, including typing, data entry, etc.
• Good English (speaking, listening, reading, writing).

Desirable

• Knowledge of GP Practice processes and computer systems.
• Experience of working in the NHS.

Qualifications

Essential

• GCSE grade A to C in English and Maths or equivalent

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

Bridge Street Medical Centre

Address

All Saints Passage

Bridge Street

Cambridge

CB2 3LS

Employer's website

https://www.bridgestreetmedicalcentre.com/ (Opens in a new tab)