Receptionist/Administrator

Job description

Job responsibilities

New Dover Road Surgery

JOB DESCRIPTION

JOB TITLE: RECEPTIONIST / ADMINISTRATOR

REPORTS TO: RECEPTION MANAGER

Job summary:

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

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.

Job responsibilities:

Administration

• Filing post in medical records
• Photocopy/laminate as requested
• Acting upon tasks sent from GPs and other members of the Practice team
• Checking emails, passing on messages and following up tasks.

Reception

• Receiving patients and handling their queries
• Handling prescription queries and giving patients their completed

prescriptions

• Dealing with general enquiries, handing patients relevant paperwork etc
• Dealing with incoming post, emails etc and acting upon them accordingly
• Keeping the reception area tidy and well-organised
• Oversee the home visits list
• Be able to cover all reception positions as necessary

Telephones

• Process appointment requests from patients appropriately
• Deal with visit requests
• Signpost to the best source of care
• Have a working knowledge of telephone system, during and after hours.
• Process all telephone requests and queries in a courteous and pleasant

manner

IT/Computers

• Registrations of new patients computer data entry and medical records.
• Process patients change of address computer data and medical records
• Scanning, emailing, access test results and medical summaries
• Sound working knowledge of Windows and other basic IT programmes.

Experience of EMIS and Docman an advantage, but training will be given

• Have a sound working knowledge of IT in order to be able to help solve or escalate IT problems as they occur within the surgery.

Other Tasks

• Clear rooms after surgeries, including the waiting areas
• Ensure building security have thorough knowledge of doors/windows/alarm.
• Make coffee on a rota with other staff
• Any other tasks allocated by the manager or clinical staff
• To have a thorough knowledge of all practice procedures.
• To work in accordance of written protocols

General Expectations:

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

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 and free from hazards

Actively reporting of 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

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.

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 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 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

Recognize 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

Person Specification

skills

Essential

• Good communication and problem solving skills

Desirable

• Basic IT skills

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

New Dover Road Surgery

Address

10 New Dover Road

Canterbury

Kent

CT1 3AP

Employer's website

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