Job responsibilities
JOB TITLE: Receptionist/Administration
Clerk
REPORTS TO: Practice Manager/Business
Manager
RESPONSIBLE TO: Business Manager
Job Summary:
Undertake all aspects of reception and
administrative duties across ALL McKenzie Group Practices, including potential
lone working.
To
undertake these duties without direct supervision, working within broad
procedural guidelines.
To
ensure that total confidentiality is maintained in that no information about
patients, either medical or personal, is disclosed to persons other than those
employed by, or attached to, the Practice for which such information is
relevant.
Good
communications are extremely important within the practice, with both patients
and with outside agencies and you will be expected to help ensure that everyone
who you come into contact with, holds the practice in high regard. Absolute discretion is required in protecting
patients confidentiality.
Job Responsibilities:-
- To provide a
professional, courteous and efficient first point of contact for McKenzie Group
Practice/Gladstone House Surgery for patients seeking health information or
healthcare assistance.
- Answer general
enquiries from patients/agencies/healthcare workers in a professional and
efficient manner via all routes e.g. face to face/telephone/online
- Book a wide range of
appointments for patients accessing services
- Deal with requests
for prescriptions in conjunction with the Meds team ensuring requests for
prescriptions are dealt with within two working days or ordering.
- Grant access to
online services in line with practice policy
- Booking of home
visits as per practice policy
- Refer electronically
to SPA via SystmOne
- Carry out the process
of new patient registrations and be familiar with relevant documentation
required and carry out initial registration onto the SystmOne
- Use TPP SystmOne
clinical system and decision support software as required for all patient
contacts registered/non-registered
- Use clinical coding
for recording on patients electronic record as required
- Summarise medical
records
- Sending of
Notification of Infection Diseases forms to HPA Agency via email
- Inform patients of
test results and any actions required, chase up if necessary
- Deal with blue light
ambulance requests
- Booking an
interpreter when required
- Calling and recalling
patients as part of the practice recall system
- Recognise through
appropriate training and use of decision tools as required urgent and emergency
patient conditions and direct patients to the appropriate clinician or
emergency services
- Maintain an efficient
filing system of patients medical records where required
- Maintain efficient
filing systems of office and Medical Centre documentation
- Contribute to the
smooth and efficient delivery of healthcare services by providing signposting,
using information systems appropriate to patient need
- Inputting and
retrieval of data using computer systems, ensuring all information is recorded
accurately
- Process all removals
from the practice list, print off computer records and merge with original
records folder and return to PCSE for patients leaving the practice list.
- Scanning documents
into clinical and office computer systems
- Documenting requests
for medical reports/patient information
- Deal with amendments
to patients details, including change of name, address and telephone number.
- Ensure
computers/rooms/reception area ready for use at the beginning of each day and
all systems securely closed down at the end of a working day
- Ensure ample supply
of sample forms and bottles, ICE paper etc. are kept in reception
- Update collection
folder, remove any old forms/letters and file in patients notes
- Advise patients of
relevant charges for private services in accordance with the Non NHS fees
policy, accept payments for these and issue receipts for the same
- Deals with and action
any change of addresses
- Take part in Medical
centre meetings/training/1:1s and development of the service
- Undertake further
training and development as identified at an individuals personal development
review
- Undertake an annual
performance appraisal and work to personal performance objectives
- Maintain strong links
through multi-agency working
- Ensuring patient
information is reported back to patients own practice in agreed time lines
where relevant
- Attend all statutory
and mandatory training
- Take on any other
duties consistent with the development of the role as required
- Opening of internal
post and sorting as per practice protocol
- Opening and closing
up of the surgery each working day ensuring consulting rooms and tidy and
secure
- Making Tea/Coffee for staff
This
is not intended to be an exhaustive list of duties and responsibilities of the
post and the post holder may be requested to carry out any other duties
appropriate to the post.
The post may change over time to
meet business requirements and the job description may be changed after
consultation with the post holder at any time
Working Environment
Carry
out routine checks to ensure your workstation is clean and tidy at the start
and end of your shift.
Ensure
all equipment in your workstation is operational and up to date and report any
issues to your line manager.
Ensure
that confidential patient information is stored and handled according to
protocol and report any concerns to your line manager.
Health & Safety
Assist
in promoting and maintaining your own and others health, safety and security
as defined in the Practice Health and Safety policy. Ensure that any hazards in your working area
are reported immediately to your line manager.
Confidentiality
Ensure
patient and Practice information is kept confidential and secure at all times,
in accordance with the Information Security and Confidentiality protocols
Performance/Professional
Development
To
participate in training sessions to ensure administrative, clinical and
computer skills are kept up to date with current technology and practice.
To
participate in regular appraisal meetings.
To
participate in regular team meetings.
Equality &
Diversity
To
support the equality, diversity and rights of patients, carers and colleagues
according to Practice protocol.
Working with Patients
To
work in partnership with our patients to help them achieve better health
outcomes.
To
offer a polite, friendly and efficient level of customer service to all our
patients.
Dignity and Respect
To
treat patients, colleagues and visitors with dignity and respect at all times.
Feedback
To
listen to feedback from patients and colleagues whether this be a complaint,
comment or compliment and if it cannot be dealt with immediately, ensure it is
reported immediately to a member of the Practice Management Team.
CQC
To
work within the guidelines set byCQC to ensure that the Practice is
safe,efficient andprovides the best possible care for patients.
To
offer suggestions to the management team on how we can improve, progress
anddevelop allprocesses relating to CQC.
Any Other Duties
Any
other duties as may be determined by the Business Manager and Partners.
