Job responsibilities
JOB TITLE: Apprentice Receptionist
REPORTS TO: Practice Manager
HOURS: 30
hours per week
Job summary:
MAIN PURPOSE OF THE JOB: As an Apprentice within the
administrative team the post-holder will work alongside other staff members
within the Practice to ensure up-to-date patient information is available to
everyone in the Practice. The priority
of the position is to ensure that daily post is attached to the correct
patients record, any read coding required from the letter to be added (within
the given standard set), linked to the appropriate Problem Heading and either
forwarded to a clinician if actions are needed or filed to patient record. The Practice will provide the post-holder
with training and ongoing support to enable them to use the systems and
processes already set up.
The
Apprentice will be required to demonstrate good customer service and
interpersonal skills and have good computer skills, including experience of
using Microsoft Office packages such as Word and Excel. They must also be
committed to completing the apprenticeship and most importantly, willing to
learn.
The role is
for a fixed term duration of 15 months and will enable the post-holder to study
towards a nationally recognised qualification, Customer Service Practitioner Level
2. This qualification will include work
place assessments and study skills sessions.
1.
General Duties
The duties
and responsibilities to be undertaken by members of the practice 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 practice manager, dependent on current
and evolving practice workload and staffing levels:
1.
Processing
personal and telephone requests for appointments, visits and telephone
consultations and ensuring callers are directed to the appropriate healthcare
professional
2.
Processing
and distributing incoming (and outgoing) mail
3.
Taking
messages and passing on information
4.
Filing
and retrieving paperwork
5.
Making
appointments to see the doctors, practice nurse, health visitor or midwife
6.
Entering
repeat prescriptions onto the computer, printing out and ensuring that these
are presented to the doctor for signing
7.
Explaining
practice procedures
8.
Receiving
and recording requests for home visits and notifying the doctors appropriately
9.
Opening
up/locking-up of practice premises and maintaining security in accordance with
Practice protocols
10.
Receiving
and booking requests for ambulance transport when necessary
11.
Initiating
contact with and responding to requests from patients, other team member and
associated healthcare agencies and providers
12.
Clearing
and re-stock consulting rooms as required
13.
Keeping
the reception area, notice-boards and leaflet dispensers tidy and free from
obstructions and clutter
14.
Getting
records out as and when required for the doctors/nurses
15.
Filing
records away correctly
16.
Filing
hospital reports and letters in patients notes daily
17.
Ensuring
all new patients and temporary residents have correctly completed registration
forms before seeing the doctor
18.
Receive
specimen/samples ensuring that sufficient patient identification details are
entered on the appropriate form to aid identification.
19.
Ensuring
that any unresolved, outstanding matters are passed on to incoming colleagues
20.
Ensuring
that the office is tidy for incoming colleagues
21.
Restoring
telephone services to normal daytime use, when required
22.
Making
sure the telephone is returned to out of hours service before leaving the
premises
23.
Making
tea/coffee when required and washing up afterwards
2.
Administration Duties
1.
Pulling
of medical records as required and filing away.
2.
File
letters and results.
3.
Ensure
that all recalls are completed either by telephone call or by letter.
4.
Ensure
that surgery sessions are put on to the computer in advance.
5.
Attend
ancillary and other staff meetings and training courses as required.
6.
Assist
the Reception Manager in contacting patients who fall in to the various
Target areas.
7.
Scanning
and assigning of letters.
8.
New
patient registrations.
9.
Making
up of Patient Records
10.
Assisting
with the preparation of Insurance/Solicitor reports.
11.
Data
entry work including READ-coding
12.
Completing
any tasks that are sent through system one.
13.
Communicating
with patients eg: New baby letters, bereavement letters.
14.
Any
other duties as may be required from time to time. Eg: Dashboard,
15.
E-Consult
3.
Organisational Standards:-
The
post-holder must work within and comply to:-
All
policies and procedures, for example Health and Safety (Act 1974), Data
Protection (Act 1998)
Maintain
strict confidentiality of all information gained in the course of employment
Attend
training update courses as appropriate to maintain competent standards within
their role
Undertake
annual performance review with their Manager
Your
Manager will discuss the outline of duties described within this job
description with you. The job
description will be subject to review at the annual individual performance
review.
You
may be asked to undertake duties not identified within this job description,
these will be discussed prior to undertaking them. In all tasks that you are undertaking you
must be competent and confident to undertake them. Please discuss with the Practice Manager.
You
have to be flexible with your working hours as your shifts will be liable to
change to cover for sickness / annual leave as required.
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.