Receptionist/Administrator

Job description

Job responsibilities

JOB TITLE: RECEPTIONIST/ ADMINISTRATOR

MAIN PURPOSE: To receive, assist and direct the Patient when accessing Greyfriars Surgery to ensure they access the appropriate service and/or healthcare professional. This should be done in a courteous, efficient and effective way.

To provide 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

MAJOR DUTIES AND RESPONSIBILITIES

1. Reception Duties:

Maintain the efficiency of the appointments system by making appointments and booking in patients correctly. This includes making a variety of appointments including Face to Face, Video Consultations and Telephone Triage appointments with Doctors, First Contact Practitioners and Nurses. Booking appointments for a range of health care services for example; minor surgery, ante natal, post-natal, well woman, family planning, smoking, asthma, diabetic, ECGs, 24 hour tapes, anti-coagulants, and visits. This includes face to face appointments, telephone appointments and video consultations.

Welcome and direct patients to the appropriate waiting areas.

Follow the practice policy when allocating urgent appointments.

Follow the practice protocol when dealing with new patients and temporary residents.

Advise patients of relevant charges for private services, accept payments, issue a receipt and follow the practice guidelines for dealing with the payment.

Respond to all queries and requests for assistance from patients and other visitors.

Enter requests for home visits into the computer. Include relevant information and when necessary refer to the on-call doctor.

Action requests for ambulance transportation and enter details in appropriate book

Follow procedures for entering, printing and monitoring of acute and repeat prescriptions.

Retrieve and return patient notes when requested and file correctly.

Follow the practice guidelines for E-Mails and Teamnet.

To provide care navigation to patients to ensure they are seen by the right person, at the right time, in the right place.

Ensure that start-up procedures and end of day procedures are done correctly.

To have a working knowledge of the telephone system and for diverting to out of hours.

Carry out other delegated duties considered appropriate to the post.

2. Administration Duties:

Make refreshments as required

Prepare rooms for meetings

Process all incoming and outgoing mail

Scanning all incoming documents

Undertake photo-copying, emails and filing

Participate in appropriate stock control procedures which may include ordering of stationery and other products

Carry out audit duties when required

Ensure that the consulting rooms are prepared for Clinicians ensuing that they are equipped with a full set of forms and other essentials

Maintain a check on patient notes to ensure that all patients are seen by Doctors or other Clinicians, if required

Carry out photocopying, faxing and other clerical duties when required

Participate in recall processes as required

Deal with requests for insurance reports and other medical requests as required

Participate in E-referral processes as required

Input disease log information into the patient record for new and existing

Patients as required

Management of the links and registrations process including GP2GP transfers

Management of the NHS Health Checks process

3. 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

4. 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.

5. 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 appraisal/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

6. 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

7. 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

Recognise peoples needs for alternative methods of communication and respond accordingly

8. 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

Person Specification

Qualifications

Essential

• GCSE Grade C or above (or equivalent) in English and maths and an understanding of confidentiality and Data protection

Experience

Desirable

• Experience of working with SystmOne previously or experience working in a receptionist role

Knowledge and skills

Essential

• Basic IT skills
• Polite and confident
• Planning and organising own work load
• Performing under pressure
• Adaptability
• Using initiative
• Team working
• Self motivated
• Flexibility
• Confidentiality

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

Greyfriars Surgery

Address

South Square

Boston

Lincolnshire

PE21 6JU

Employer's website

https://www.greyfriarssurgeryboston.co.uk/ (Opens in a new tab)