Receptionist Admin

Job description

Job responsibilities

General Description:

Making appointments and receiving patients into the Practice premises. Be the first point of contact between the patients and the Practice. Provide clerical support for the efficient running of the Practice.

Responsible for:

Items of equipment belonging to the Practice issued for the use in pursuit of employment.

Cash/cheques received from patients on behalf of the Practice until disposed of following current instructions.

Safe custody of Medical Records and other confidential information.

Detailed Responsibilities.

General Reception.

At all times utilise the electronic and any hard copy receptionist procedures, and make yourself familiar with all the guidelines. Report any alterations or updating required to the Practice Manager if any are noted.

Receive patients and make appropriate arrangements for their professional care.

Operate the telephone system, other communication equipment and computer system as required.

Make new and follow up appointments.

Accept patients requests and queries and act appropriately, including home visits, registration procedures and written repeat medication requests.

Prepare repeat prescriptions (following procedure guidelines following training period) for checking and signing by the prescribers and distribute appropriately for collection by patients.

Help patients complete any surgery forms following surgery guidelines or advise online application utilising the surgery website where available.

Issue appropriate specimen containers and instructions to patients, explaining their use and later receiving back specimens when required.

After training: test specimens where results are required on-site.

Advise patients that fees may be made for services performed by the Practice, which are outside the scope of those offered free by the NHS.

Receive cash and/or cheques from patients for these services, issue proper receipts, and appropriately record receipt of such monies.

Relay messages as required between clinicians, patients, colleagues, and other professionals.

Supervise the waiting area to ensure patients are properly and fairly dealt with.

Prepare the Reception area for incoming colleagues, ensuring that messages are passed on.

Ensure the Reception area, and Consulting rooms are left tidy and replenished at the end of surgery.

Following receipt back of hospital letters/test results follow GP instructions and recall, pass on to staff member for action or scanning and finally file completed actions into patients manual notes.

Filing.

Collate and maintain files, medical records, and associated surgery records including pathology and radiology results as necessary.

Extract required records from the filing room for dealing with medical and administrative purposes.

Administrative & Clerical.

Operate the Practice computer system as required. (Full training will be given).

Initiate and compile accurately forms normally used in the running of a medical Practice and record appropriately.

Maintain Electronic Registration books and other records as requested.

Open mail and distribute contents for action as appropriate.

Compile various statistical information from Practice sources as required, following appropriate training.

Maintain supplies of stationery and office equipment in the Reception area and consulting rooms when required.

Miscellaneous.

Act as chaperone as required following training.

Replenish stocks of supplies appropriately (follow procedure guidelines) for use in consulting rooms.

Generally tidy areas after surgeries.

Cover for colleagues absent on leave and/or Practice business.

Unlock premises, cancel intruder alarm, and adjust heating, lighting and ventilation as required to meet circumstances.

Lock premises, close all windows, turn off lights and set the intruder alarm.

Assist colleagues in the preparation of tea/coffee and washing up as necessary.

Learn any new duties of the same grade, which may be introduced into general medical practice.

Perform any other tasks of similar or related grade as and when required.

Report any health and safety issues to the practice manager and always observe the surgery health and safety guidelines

This job description is intended to be part of an agreement for employment; however, it will be reviewed periodically, and the post holders will be invited to contribute to the review.

Person Specification

Qualifications

Essential

• QualificationsEssentialDesirable
• Good standard of general education
• GCSE Mathematics C or above
• GCSE English C or above
• Experience
• Practical experience of working with others
• Experience of using own initiative
• Experience working with the public
• Experience in reception work
• Experience of working within General Practice
• Skills
• Excellent communication skills (Written and Oral)
• IT skills
• Clear, polite telephone manner
• Time Management and the ability to work to deadlines
• Problem-solving skills
• Interpersonal skills
• Behaviours
• Smart, polite and confident
• Planning and organising
• Performing under pressure
• Adaptability
• Using initiative
• Team working
• Self-motivated
• Flexibility
• Confidentiality
• Knowledge
• A detailed understanding of a General Practice office environment

Desirable

• Knowledge of EmiS Clinical Software
• AMSPAR Receptionist certificate
• NVQII in Customer Care
• CLAIT Qualification

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

Camillus Health Care Ltd

Address

Pembroke Surgery

31 Alexandra Road

Reading

RG1 5PG

Employer's website

https://www.pembrokesurgery.com/ (Opens in a new tab)