Job Description

We are are seeking a full-time Medical Administrator/Receptionist to join our busy Practice in Dunblane.

8-6 over 4 days (Monday, Tuesday, Thursday, Friday)

Applicants must be computer literate & have previous reception/clerical experience. They must also be flexible, with an ability to work under pressure in a fast-paced environment. Previous healthcare experience is desirable, although not essential, as full training will be provided.

Please see our website www.dunblanemedicalpractice.co.uk for further information about our Practice.

To apply, please submit a CV with supporting statement.

WE RESERVE THE RIGHT TO CLOSE THIS VACANCY AT ANY TIME.

If you have not heard from us within one month of applying, please consider your application to have been unsuccessful.

JOB DESCRIPTION

JOB TITLE:

Medical Administrator/Receptionist

MAIN PURPOSE OF POST:

To provide a point of contact for patients and act as a focal point of communication between patients, doctors and other medical staff.

RESPONSIBLE TO:

Office Team Leader/Assistant Practice Manager

RECEPTION DUTIES:

Deal with patients' enquiries in person and by telephone. Receive repeat prescription requests and store requests appropriately to be passed to computer. Process repeat prescriptions and pass to GPs for signature. Ensure prescriptions are directed to relevant Pharmacies. Register new patients, ensuring appropriate forms are completed and signed. Advise patients of relevant charges for private services, accept payments and issue receipts for same. Enter requests for home visits onto computer. Print patient summary sheet for on-call doctor. Record all messages for doctors, nursing staff, etc, in their absence and bring to their attention. Action requests for ambulance transportation. Ensure Out of Hours contacts are forwarded to on call doctor. Ensure reception and waiting areas are kept tidy.

MANAGEMENT OF APPOINTMENTS SYSTEM:

Ensure total familiarity with all appointments systems in effect, including regular and incidental variations. Make appointments using computerised appointments system. Signpost patients to other healthcare providers, where appropriate, according to Care Navigation guidelines.

ADMINISTRATIVE DUTIES

Date stamp all incoming paper correspondence. Ensure all correspondence and results are scanned or imported into the medical record and workflowed to appropriate personnel Inform patients of results either in writing, by telephone or text. Assist with recall systems by contacting patients via telephone, text or letter. Ensure all new registrations are added to computer. Add new patient questionnaires and results from hospital letters to computer. Add changes of address and contact details to computer. Process records for return to Practitioner Services when patient leaves the Practice. Process and action econsults received into the Practice. Ensure up-to-date information of deaths, births, admissions, discharges are recorded. Respond to and action incoming emails in a timely manner.

PREPARATION OF CONSULTATION ROOMS:

Check each consulting room at the end of the day to ensure computer equipment is turned off and the rooms are left secure (when on late night).

OPERATION OF TELEPHONE SYSTEM:

Receive and make calls in a polite and efficient manner. Divert calls and take messages as appropriate. Ensure that telephone system is operational at beginning of day and switched over to night service at the end of each day.

START AND END OF DAY PROCEDURES:

Open up premises at start of day, unset alarm and make all necessary preparation to receive patients (if first in). Secure premises at end of day, lock up stationery cupboards in computer room, ensure internal lights are off and alarm activated (if on late night)

TRAINING/MEETINGS

Undertake mandatory training appropriate to the role. Maintain a Personal Learning Plan and undertake appropriate training and development. Attend staff meetings as required.

ANY OTHER DELEGATED DUTIES CONSIDERED APPROPRIATE TO THE POST.

PLEASE NOTE: THE ABOVE LIST OF DUTIES IS CARRIED OUT ON A ROTA BASIS AMONGST THE ADMINISTRATIVE TEAM

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 , 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 and safety and infection control as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):

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. Actively reporting of health and safety hazards and infection hazards immediately when recognised. Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role. Undertaking periodic infection control training. 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. Attendance at the Protected Time Meetings. Attendance at all Mandatory and Statutory training requirements as indicated by the Practice
Manager.

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 whilst embracing the practice's ethos of recording of any errors or near misses and learning by mistakes without blame. 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 patients' 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 all 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.

This is neither exhaustive nor exclusive and will be reviewed annually in conjunction with the post-holder at the annual appraisal. The post-holder is also required to carry out any duties that may reasonably be requested by the Partners or the Practice Manager.

PERSON SPECIFICATION

Attributes Essential Desirable

Experience Basic Keyboard skills Health Service Experience

Reception Experience

Telephone Experience
Administrative experience

Education and Qualifications Good standard of written and oral

English

Good general education

Knowledge and Skills Understands confidentiality issues Knowledge of NHS

IT Skills Medical IT systems

Good telephone technique

Good communication skills

Good listening skills

Clear written message recording skills

Personal Attributes Good Team Player

Ability to cope well in difficult situation

Ability to apply a fair and open mind

An eye for detail

Ability to work under pressure

Ability to work to tight deadlines

Dependable

Well motivated

Proactive

Flexible

A sense of humour

Job Types: Full-time, Permanent

Pay: From 12.90 per hour

Benefits:

Company pension On-site parking
Work Location: In person