Job responsibilities
Main Purpose
First
point of contact for the practice either face to face or on the telephone
To
provide a comprehensive and effective reception and administrative service to
the practice and contribute to it running efficiently.
Offer
general assistance to the practice team and project a positive and friendly
image to patients and other visitors, either in person or via the telephone
Receive,
assist and direct patients in accessing the appropriate service or healthcare
professional in a courteous, efficient and effective way
Facilitate
effective communication between patients, members the primary health care team,
secondary care and other associated healthcare agencies
Provide additional cover when required by the practice
Main Reception and Administration Duties
Front of house reception duties
Data input
Call and recall of patients
Opening up/locking-up of practice
premises and maintaining security in accordance with practice protocols
Maintaining and monitoring the practice appointments
system
Processing personal and telephone
requests for appointments, visits and telephone consultations and ensuring
callers are directed to the appropriate healthcare professional
Processing and distributing incoming (and
outgoing) mail including postal and electronic mail
Taking messages and passing on
information
Filing and retrieving paperwork
Processing prescriptions, acute, repeat,
private in accordance with practice guidelines
Medical Record Administration; processing
and recording information in accordance with practice procedures
Initiating contact with and responding to
requests from patients, other team member and associated healthcare agencies
and providers
Signposting patients to the appropriate
service
Providing clerical assistance to practice
and associated staff as required, including referral processing,
administration, filing, photocopying and scanning
Workflow Administration including tasks,
document management, GP2GP, medicines management, referral management, Test
requests and SCR
Maintain stock levels, usage and re-order
stationery, cleaning materials, clinical equipment, refreshments and sundry
items
Liaise with the Practice Manager for
order or purchase requirements
Extracting notes for all surgeries
whether for open surgery or appointments
Answering the telephone and conveying
messages
Accepting requests for repeat
prescriptions, checking the fax and prescription box for repeat prescription
requests
Sorting the mail
Photocopying insurance medicals and
reports and maintaining record book and files thereof
Maintaining a log of telephone messages
Filing results and any other relevant
documents in patients' notes and refiling notes after use
Maintenance of patients' notes including
starting a new wallet when required and dividing the contents in a logical
manner
Charging patients the appropriate amount
for private work, providing a receipt to the patient and recording the charge
in the Petty Cash book
Helping with the sorting of filing in new
medical records in order that they are in the form used in the Surgery
Maintaining a record of daily lab tests,
both outgoing and incoming, in a manner suited to the needs of the Practice
NHS Mail
Task List
Clearing and re-stock consulting rooms as
required
Dealing with clinical waste
Main Administration Tasks
Clinical Coding
Summarising medical records
QOF/CQC/LCS Administration
General Administration
Assist
with GDPR Requests
Assist
with the referral process
Assist
with private letters and insurance reports
The above lists are not exhaustive and other tasks and duties will be required as determined by the GP Partners and Practice Manager
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 in accordance
with Caldicott Guidelines, the Data Protection Act 1998 and GDPR requirements
including outside the work environment. A breach of confidentiality may result
in dismissal and/or prosecution.
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
- Maintaining infection
control standards including cleaning workstations
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.
Communication
The post-holder
should recognise the importance of effective communication within the team and
will strive to:
- Communicate effectively with other team
members
- Communicate effectively with patients
and carers
- Recognise 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.
