Reception and Admin

Job description

Job responsibilities

-The reception of patients at the front desk, and management of their movements in the building.

-999 Ambulances

-Dealing with aggressive patients in surgery and via telephone.

-Management of patient enquiries.

• Over the telephone and face-to-face enquiries on front line.
• Insurance forms/Admin Forms (Consent Forms)
• On the front line with Hospital results
• Complaint Procedures

Telephone/Reception- includes taking messages and booking surgery

Appointments, arranging for doctor to visit.

• Messages from Hospitals, Coroners and other Medical Centres.
• Taking requests for home visits, printing off encounter forms.
• Cancelling clinics at short notice.

Administrating the waiting room and appropriate systems.

• Ensuring Call Board works.
• Advising patients to use self check-in system
• Ensure waiting room is clean and tidy.

Making appointments for in house clinics and attached services.

• Faxing Referrals, entering details onto patients records.
• Making appointments via telephone

Chaperones when required.

Registration of New patients.

• Checking patient has identification.
• Practice information given to patients.
• Making appointment for new patient medical.
• Putting new patients information on system.

Scanning and Read Coding of incoming mail on to patient electronic notes.

• Collect/retrieve practice post
• Distribute post
• Scan on to patient electronic records via docman
• Read code where necessary
• Distribute electronically as necessary to clinicians

Processing of Insurance Reports requests.

• Disseminate to GPs and diarise fro response within
• agreed timescales
• Liaise with originators, patients and colleagues
• Apply fees where appropriate
• Receive and verify payments (cheques) and forward to Finance Manager

Extracts patients records and prepares other documents required for

Consultations.

-Retrieve medical records if required by GP.

Files and retrieves medical records and documents.

- Management of stationery file for practice.

- Faxing stationery requests.

-Ordering of Urine, Faeces samples, and Lab Forms.

Preparation and maintenance of medical records, i.e. sorting the contents of the MRES into chronological order, trimming and treasury tagging, repair and renewal of medical envelope.

Management of repeat prescriptions.

• Taking request face to face, by telephone and fax on a daily basis.
• Postal requests
• Emergency prescriptions requests.
• Print/Copy prescriptions.
• Complete daily process:-

Collect/retrieve requests

Prepare prescription or query

Forward to GPs

Liaise with GPs and Reception/Administrative Team

Informing patients of their test results.

• Booking patients to see GP for urgent and none urgent
• appointments
• Telephone patient to collect script.
• Inform patients normal/abnormal.

Tidies Doctors rooms and desk and replaces stocks and supplies.

• Collect Urine samples, Smears and Coil Trays ensure
• Replacement of these.

Any Other administrative tasks as required from time to time by the practice.

• Handling, signing for and distributing packages.
• Handling samples over counter.
• Responsible for locking and opening of building.
• Train newly appointed members of staff.
• Dealing with Part 2 from other practices and for ourselves
• Handle cash i.e. Private medicals, insurance reports/letters
• Chase up referrals i.e. getting reports faxed over for GPs
• Chasing up hospital appointments and informing patients.
• Dealing with the chemist regarding prescriptions.
• Liasing with outside agencies.
• Retinopathy, PSS and Baby immunisations.
• Sorting post out and distributing it to relevant departments.
• TCIs and Mail Administrator duties.
• Maternity.
• Registration Links
• General office duties; filing, Scanning, faxing and photocopying etc.

Person Specification

Qualifications

Essential

• -2 or more GCSEs at grades 9 to 4 (A* to C) in English and Maths or equivalent.
• -IT Literate - Able to access, read e-mails, download and use apps on phone.

Desirable

• -Members of AMSPAR [Association of Medical Secretaries, Practice Managers, Administrators and Receptionists] OR
• -BSMSA [British Society of Medical Secretaries and Administrators ]
• -Relevant work experience

Experience

Desirable

• Experience of working in primary care.
• Experience of working in a GP practice.

Personal Characteristics

Essential

• be friendly and welcoming
• be patient and understanding
• follow instructions and procedures
• work accurately and methodically
• work in a team but use their own initiative
• work with all types of people
• deal with people who may be angry or upset
• be confident using the phone

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

WALTON VILLAGE MEDICAL CENTRE

Address

172 Walton Village

Liverpool

L4 6TW

Employer's website

https://www.waltonvillagemc.nhs.uk/about-us/working-for-us/ (Opens in a new tab)