Job responsibilities
JOB DESCRIPTION
2017
JOB TITLE: RECEPTIONIST/ADMINISTRATOR
REPORTS TO: PRACTICE MANAGER/ PRACTICE
SUPERVISOR
HOURS: PART TIME
Job summary:
The purpose of the role is
to:
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
Undertake a variety of
administrative duties to assist in the smooth running of the practice,
including the provision of secretarial and clerical support to clinical staff
and other members of the practice team
Facilitate effective
communication between patients, members of the primary health care team,
secondary care and other associated healthcare agencies
Duties and responsibilities:
The duties and
responsibilities to be undertaken by members of the practice administration
team may include any or all of the items in the following list. Duties may be varied from time to time under
the direction of the senior receptionist/practice manager, dependent on current
and evolving practice workload and staffing levels:
- 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
- Taking
messages and passing on information
- Filing and
retrieving paperwork
- Processing
repeat prescriptions in accordance with practice guidelines
- Computer data
entry/data allocation and collation; 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
- Clearing and
re-stocking of consulting rooms as required
- Providing
clerical assistance to practice staff as required from time to time,
including word/data processing, filing, photocopying and scanning
- Ordering,
re-ordering and monitoring of stationery and other supplies
- Dealing with
clinical waste
- Provision of
refreshments for staff and visitors as required; loading and emptying the
dishwasher and keeping the kitchen area clean and tidy
- Keeping the
reception area, notice-boards and leaflet dispensers tidy and free from
obstructions and clutter
- Tagging New
Medical Records
- Deputy
Ante/natal Clarke
- Path Lab
results to be sent daily to relevant doctor, in event relevant doctor on
annual/sick leave, the results will be sent to usual GP, unless doctor on
holiday for 2 weeks, the first week will be shared out amongst remaining
doctors.
- New patient
registrations to be completed to computer records.
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, the practice health & safety manual, and the practice infection
control policy and published procedures. This will 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, free from hazards
- Actively
reporting health and safety hazards and infection hazards immediately when
recognised
- Keeping own
work areas and general/patient areas generally clean, assisting in the
maintenance of general standards of cleanliness consistent with the scope
of the job holders role
- Undertaking
periodic infection control training (minimum annually)
- Reporting
potential risks identified
- Demonstrate due regard for
safeguarding and promoting the welfare of children.
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 that 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, with 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