Job responsibilities
TRINITY MEDICAL CENTRE
Job Description
Job
Title: Receptionist/Administrator
Hours: 37 hours per week
Accountable
to: GP Partners & Practice Manager
Reports
to: Practice Manager
/Receptionist Team Leader
Location: Trinity
Medical Centre
Job
Summary
To receive, direct and assist our
patients in accessing the appropriate healthcare service in a professional and courteous
way, providing general administrative assistance to the practice efficiently
and effectively and act as a focal point of communication between patients,
doctors and other clinical and non-clinical staff.
Main
Duties & Responsibilities:
Duties and responsibilities will include
the following and may vary from time to time depending on the evolving workload
and staffing levels.
Greet
patients and visitors attending the surgery in an appropriate and professional
manner at all times
Run
the surgery appointment system efficiently to ensure patients are directed to
the most appropriate healthcare professional and setting
Communicate
with patients, relatives and carers using all methods available including
telephone, face-to-face, text messages and e-mails
Process
in person, by telephone and e-mail general enquiries ensuring accuracy of
detail in all messages and ensuring these are actioned as necessary
Action
all practice tasks and workflow comments daily in accordance with the practice guidelines
Explain practice arrangements and formal
requirement to new patients and those seeking temporary cover and ensure procedures are completed
Process
deduction of patients and receipt of medical records for newly registered
patients
Liaise
with hospital departments and consultants/secretaries for additional
information and test results as required
Action
repeat prescription requests and ensuring they are ready for collection by the
patient within 48 hours
Inform
patients of relevant charges for Non-NHS services, accept payment and issue
receipts for same
Update
patient details to ensure correct and accurate details are held, i.e. correct
address and telephone number
Accurately
scan and attach clinical and administrative information/correspondence onto
patients records
Ensure
correspondence, reports, results etc are filed promptly and in the correct records,
ensuring that all recent correspondence is available when patients are seen
Retrieve
and re-file records as required, ensuring strict alphabetical order is adhered
to
Issue
correct and appropriate specimen containers and forms and ensure the correct
information is obtained and completed on return of the specimen
Raise
service requests with members of the wider healthcare team including District
Nurses, Health Visitors, Community Matron, Palliative Care Nurses and other
services
Maintain
supplies of stationery in consulting rooms and reception area
Open
up premises at the start of the day when first to arrive, de- activate alarm and
make all necessary preparations to receive patients
When
last to leave at the end of the day, ensure that the building is totally
secured, internal lights are off and the alarm activated
Ensure
that the reception area is tidy at the end of each surgery session in
preparation for incoming colleagues
Organise
the reception and waiting areas maintaining a tidy work area and a professional
appearance of patient leaflets and notice boards
Provision
of refreshments as required, keeping kitchen area clean & tidy and ensuring
all dishes are washed
Undertake
any other additional duties appropriate to the post as requested by The Partners
or the practice manager
OTHER
DUTIES & RESPONSIBILTIES
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 respect their privacy and act appropriately
All
information gained during employment relating to practice business, patients
and their carers, practice staff or other healthcare workers must remain
confidential at all times
Information
relating to patients, carers, colleagues, other healthcare workers 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 data and sensitive data
Take
responsibility for the coordination of procedures to safeguard confidentiality
Health & Safety
To
assist in promoting and maintaining health, safety and security as defined in
the practice Health & Safety Policy to include:
Using
personal security systems within the practice according to practice guidelines
Identify
risks involved in work activities and undertaking such activities in a way that
manages those risks
Make
effective use of training and up-date knowledge and skills
Use
appropriate infection control procedures, maintaining work areas in a tidy and
safe way and free from hazards
Report
potential risks identified
Equality and Diversity
Act
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
Respect
the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behave
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
Participate
in any training programme implemented by the practice including Statutory and
Mandatory training as required
Participation
in an annual performance review
Responsible
for maintaining a record of own personal and/or professional development
Responsible
for own development, learning and performance and demonstrate skills and
activities to others who are undertaking similar work
Maintain quality within the practice
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
Make
suggestions on ways to improve and enhance the teams performance
Work
effectively with individuals in other agencies to meet patient needs
Effectively
manage own time, workload and resources
Communication
Recognise
the importance of effective communication within the team
Communicate
effectively with all visitors to the practice
Recognise
peoples needs for alternative methods of communication and respond accordingly
Contribute to the implementation of
services
Apply
practice policies, standards and guidance
Discuss
with other members of the team how these affect own work
Participate
in audits
Make
suggestions and recommendation of how to change/improve services provided
Please note that as a member of the
practice team, you should:
Implement
maximum flexibility of work to maintain a high level of efficiency, i.e.
working in any area of the practice if requested to do so, according to the
needs of the practice
Comply
at all times to the Staff Contract, Standard Operating Procedures and any other
practice rules and procedures, including CQC policies, Data Protection and GDPR
Working Environment
The role will usually be based within
the practice; however a temporary transfer or secondment may be required to
other parts of the practice or alternative locations in case of an emergency or
if the needs of the practice or PCN require
This job description is not intended to
be an exhaustive list of all the tasks you will ever be expected to do, it is
merely a guide to the main ones. The Practice Manager may well allocate other
tasks to you from time to time and they will be discussed with you at the time