Job responsibilities
Job Summary:
The
purpose of the role is to:
- Offer
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
- Receive,
assist and direct patients in accessing the appropriate service or healthcare
professional in a courteous, efficient and effective way
- Undertake
a variety of administrative duties to assist in the smooth running of the
Practice which may include the provision of secretarial and clerical support to
clinical staff and other members of the Practice team
- Facilitate
effective communication between patients, members the primary health care team,
secondary care and other associated healthcare agencies
Duties and
Responsibilities:
The
duties and responsibilities to be undertaken by members of the Practice
administration team may include any or all of the items in the following
list. Duties may be varied from time to
time under the direction of the Practice Manager or Deputy Practice Manager,
dependent on current and evolving Practice workload and staffing levels:
- Opening
up / locking-up of Practice premises and maintaining security in accordance
with Practice protocols when on rota
- Maintaining
and monitoring the Practice electronic appointments system request system (askmyGP)
- Care navigating patients to the appropriate clinician or external agency
- Processing face-to-face and telephone requests for appointments, home visits and
telephone advice calls and ensuring callers are directed to the
appropriate healthcare professional
- Processing
and distributing incoming (and outgoing) mail
- Taking
messages and passing on information
- Filing
and retrieving paperwork
- Processing
repeat prescriptions in accordance with Practice guidelines
- Computer
data entry / data allocation and collation; processing and recording
information in accordance with Practice procedures
- Initiating
contact with and responding to requests from patients, other team member
and associated healthcare agencies and providers
- Re-stock
consulting rooms with forms as required
- Providing
clerical assistance to Practice and Trust staff as required from time to
time, including word / data processing, filing, photocopying and scanning
- Ordering,
re-ordering and monitoring of stationery and other supplies if required
- Keeping
the reception area, notice boards and leaflet dispensers tidy and free
from obstructions and clutter as necessary
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
Health & Safety:
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, to 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
- 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 recognises the importance of people's 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
- Undertaking
courses as directed by the Practice Manager
where required in order to carry out normal duties
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 team's performance
- Work effectively
with individuals in other agencies to meet patient's needs
- Effectively
manage own time, workload and resources
Communication:
The post-holder
should recognise the importance of effective communication within the team and
will strive to:
- Communicate
effectively with other team members
- Communicate
effectively with patients and carers
- Recognise
people's 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