Job responsibilities
Duties & Responsibilities
Deliver all services to a high standard and in a
timely, effective and efficient manner and in accordance with practice policy.
Act as first point of contact for day to day
enquiries from patients, healthcare professionals and other agencies. Act as
the face of the surgery when speaking to patients and other agencies at
reception.
Answer telephones and other communications and deal
with associated tasks within delegated authority, passing on other
communication as required.
Maintain, monitor and process patient appointments,
dealing effectively with urgent requests and requests for home visits. Make
notes in patient records as required.
Register new, temporary, emergency patients and
those requiring immediate treatment.
Open, date stamp, distribute and scan post;
undertake general administrative support, photocopying, filing, data entry,
emails, stationery etc.
Process patient prescription requests, letters,
forms, specimens etc as required, ensuring that they are signed off by the
appropriate clinical lead. Process call and recall for appointments and
reminders i.e.HepA, chronic diseases etc.
Process patient information and enter onto the
computer system; ensuring day books etc are up to date.
Ensure the safe collection and transportation of
specimens etc. in liaison with Practice Nurses.
Open and lock premises and maintain security in
accordance with practice policies.
Scan, file and/or record patient information on a
daily basis so as to support the practice principles of ensuring records are up
to date and to maintain a paper free environment.
Communication
Work collaboratively as a member of the practice
team; help develop and promote a positive working culture, taking part in and
being involved in developing and improving contribution towards the success of
the practice.
Communicating effectively across a wide range of
audiences including patients, colleagues,carers, external bodies i.e. NHS/CCG.,
hospital secretaries, medical students and other agencies as required.
Deal politely but assertively with all enquiries to
achieve an outcome at first point of contact, wherever possible. On occasion
when this is not possible, refer to the appropriate member of the clinical or
managerial team.
Recognise peoples needs for alternative methods of
communications and respond accordingly.
Prioritising and planning own work activities to
ensure that all diverseoperational requirements are achieved.
Teamwork
Provide additional support during times of sickness
and holidays as required.
Work will be delegated to the post holder by the
Practice Manager / Assistant Practice Manager
Work flexibly as a member of the
Reception/Administration Team ensuring that cover is provided at all times in
accordance with practice policy
Additional Skills
Acting as chaperone during consultations and
non-medical assistance in simple procedures with GPs as required.
All team members should ensure that all equipment
is in good working condition reporting any damaged equipment to the Assistant
Practice Manager immediately. Also ensure that all aspects of the working
environment are kept clean and tidy.
People Skills
To always present a polite and helpful approach to
the patients both face to face and via the telephone.
To be capable of working smoothly and efficiently
as a member of the Practice team.
The ability to be proactive and show initiative
where team work is lacking.
To ensure good communication is maintained within
the practice and external organisations.
The ability to deal with situations in a caring,
understanding way with patients who may be ill, distressed or in pain.
Personal / Professional Development
Committed to personal development as agreed with
the Practice Manager
Undertake appropriate training, maintain and
improve professional knowledge and competence. Taking responsibility for own
development, learning and performance and demonstrating skills and activities
to other who are undertaking similar work.
To attend courses and study / team building days as
arranged with the Practice Manager.
Participate in individual performance reviews,
including taking responsibility for maintaining own personal development
record.
Professional Conduct
You will be an integral part of the PHCT whose aim
is to help and support the patients. You must be flexible enough to undertake
both the urgent and non-urgent tasks which invariably occur in this environment
and which are not pre-identifiable.
The post holder will adhere to GDPR/Practice
Information Security Policy at all times, in particular ensuring that there are
no braches of confidentiality as a result of post holder actions.
Demonstrate a good understanding of Child
Protection and Safeguarding.
Administration staff will provide their own
uniform.
General
To assist in the development, refinement and
measurement of administration protocols.
To support in ensuring that documents and records
are maintained in accordance with practice policy, protocol and professional
guidelines.
Implementation of Practice Services
Equality and Diversity
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.
Quality
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 way to improve
and enhance the teams performance.
Work effectively with individuals in other agencies
to meet patient needs.
This job description is not
exhaustive and may be adjusted periodically after review and consultation. You
will also be expected to carry out any reasonable duties, which may be
requested from time-to-time. Effectively manage own time, workload and
resources.