Job Description

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. Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies. Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team.

Duties and Responsibilities

The duties and responsibilities to be undertaken by members of the Practice Reception/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 Reception Manager, dependant on current and evolving Practice workload and staffing levels.

Reception:

Opening up/locking up of Practice premises and maintaining security in accordance with practice protocols. Booking, amending and cancelling appointments. Maintaining and monitoring the Practice appointments system. Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional. Taking messages and passing on information. Filing and retrieving paperwork. 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 members and associated healthcare agencies and providers. Advising patients of test results, and advising and assisting with any follow up action required. Accepting requests for repeat prescriptions, checking the fax machine and prescription box for repeat prescription requests. Providing clerical assistance to Practice and Trust staff as required, including word/data processing, filing, photocopying and scanning. Periodically checking the fax machine to make sure it is operational and has an adequate paper supply. Dealing with clinical waste. Keeping the reception area, notice-boards and leaflet dispensers stocked, tidy and free from obstructions and clutter. Clearing and re-stocking consulting rooms as required. Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy. Assisting in the induction and training of all new Reception/Administration staff members to agreed standards.
Administration:

Forwarding or filing electronic mail and discharge summaries, either to the relevant clinician(s) or patient record. Scanning and processing hospital and outside post and any other relevant documents, forwarding to the relevant clinician(s) or filing into patient records as appropriate. Entering read codes into patient records as required. Processing repeat or agreed upon acute prescriptions in accordance with Practice guidelines. Culling and sorting patient records and letters in preparation for summarising. Reviewing paper and computer medical records upon arrival to the Practice and accurately summarising, working strictly in accordance to the Practice notes summarising protocol. Processing new patient registrations ensuring that all patient details and information, either new or existing, are accurate and correct. Processing patient deductions and preparing medical records to be sent to the relevant Medical Practice or Health Authority.

QUALIFICATIONS

Good standard of general education

GCSE or Equivalent English

Keyboard Skills

EXPERIENCE

Practical experience of working with others

Experience of using own initiative

Experience of customer service

Practical experience of computerised recording systems

Excellent communication skills (Written and Oral)

IT skills

Time Management skills

Problem solving skills

Interpersonal skills

QUALITIES/ATTRIBUTES

Planning and organising

Performing under pressure

Adaptability

Team working

Self motivated

Flexibility

Confidentiality

HOURS REQUIRED

- Part time hours - to be discussed

PAY

To be reviewed after completing a successful probation period

Job Type: Part-time

Pay: 10.00-12.21 per hour

Benefits:

Employee discount On-site parking
Work Location: In person