Job responsibilities
IMMEDIATE START AVAILABLE FOR THE RIGHT CANDIDATE
1. POST TITLE: Receptionist/Administrator
2. LOCATION: Horton Park Centre
3.SALARY: To be discussed on individual basis
4. HOURS: MINIMUN 25 HOURS Covering 8am starts & 6pm finishes.
MUSTbe flexible within their working hours to accommodate colleagues holidays and sickness where necessary
6. ACCOUNTABILITY TO: Senior staff on duty
7. RESPONSIBLE TO: Practice Manager
8. JOB PURPOSE:
To be part of the Primary Health Care Team providing a high quality, efficient and welcoming reception and administration service for our patients. To provide support to the GP Partners, Locums and other clinical teams working within our surgery.
To support Practice Managers, Clinicians and other colleagues.
To work within all relevant practice policies and procedural guidelines and to agreed practice standards and protocols. To refer to managers or clinical team members for help and support for non-routine enquiries and other matters.
9. PRIMARY DUTIES AND AREAS OF RESPONSIBILITIES:
- Essential to be flexible within weekly contracted hours to cover colleague sickness and holidays as practice needs require:
- Also essential to attend Mandatory training: Attendance may be required outside contracted hours and time in lieu will be given back at practice discretion.
- Opens up and secures premises following security procedures and protocols, using check lists and signing book to confirm procedures are followed
- Receives and assists patients and visitors, directing to others as appropriate. Handles all general enquiries from patients and others, in person and on the telephone and take/record messages for other members of the team. Re-directs enquiries to appropriate members of staff as necessary.
- Explains practice arrangements and procedures to new patients wishing to register and to those seeking temporary cover or emergency access to a GP and ensure all procedures are completed. Enter new patient registration details onto the computer system following practice guidelines and give patients relevant practice information leaflet and advice re our services.
- Makes, cancels and re-arranges appointments in accordance with the practice appointment system.
- Receive and record requests for advice calls and home visits.
- Action and record requests for ambulances/hospital transport.
- Receive requests for prescriptions and arranges issue and signing of repeat prescriptions in accordance with the practice protocol.
- Receive specimens from patients following Health and Safety Guidelines, ensures that they are passed to the appropriate clinician. Logs and dispatches specimens to be sent to the Pathology Department.
- Acts as a Chaperone for patients as required, after Chaperone training has been given.
- Being aware of the practice complaints procedure and direct patients as appropriate.
- Open all incoming post, external and internal, record receipt where appropriate and distribute in accordance with practice protocols.
- Prepare and log outgoing post and arrange posting as necessary.
- Deal with correspondence of partners absent on holiday etc or ensure these are passed to appropriate Manager.
- Check fax machine regularly for messages/requests and deal with as appropriate or pass them to the appropriate person
- Repair, fillet/tagging and maintenance of medical records and file medical records when appropriate.
- Liaise with practice team and prepare and send normal/urgent and/or private appointments/referrals, using Choose and Book or handwritten direct referral protocols
- Arrange appropriate transport for patients unable to travel to hospital (due to illness or disability) following practice protocols
- Liaise closely with outside clinical service providers ie Midwives, Community Matron, Pharmacist, Health Visitors, Social Services, District Nursing Team etc.
- Action tasks on a daily basis which may involve the contacting of patients, hospitals or other service providers by telephone, letter, email or fax, recording same and coding correctly in patients record
- Action Unassigned Tasks daily, forwarding to appropriate person where necessary
- Action NHS mail daily
- Action Choose & Book and non-Choose & Book referrals and read code as appropriate.
- Contact patients for re-call or QOF update appointments
- To take monies from patients over the reception counter for payment of private letters/reports/medical examinations as per practice protocols and issue receipt for same.
- All duties STARTED /undertaken whilst working normal shift hours MUST be completed before leaving the surgery. Work should NOT be passed to colleagues unless exceptional circumstances have occurred ( ie beyond our control: Fire Evacuation/Emergency procedures taking place etc).
- To prepare consulting rooms for the next surgery, changing bed roll on couches, clearing desks, turning computers on at the start of the day and off at the end of the day, opening/closing shutters as appropriate, checking fridge temperatures and entering details on log sheets
- To complete and sign Daily Health & Safety Log sheets at the end of each day and to report any fault/issue raised in relation to Health and Safety
- To keep the patients always waiting area tidy and ensure notices are secure on notice boards.
- To have regard, respect, and consideration of all team members, to work as equal part of the team and be prepared to be flexible with working hours as the need arises.
- To complete all mandatory training requirements and attend training as required, ensuring progression of procedures within the practice as necessary.
- At times, when necessary, you may be required to complete/carry out tasks not detailed or set out in this job description - only as the need arises.