Job Description

Version 3.2 January 2020

Job Title: Receptionist/Administrator

Grade:

Salary Scale:

Hours: 37.5 per week

Responsible to: Partners and Practice Manager

Length of Contract Probationary period of three months followed by an annual

contract

Job Summary

To be a member of the practice based clerical team with responsibility for the efficient and smooth running of the reception area. It will be your job to organise your own workload making sure all routine tasks are completed on a daily basis and specific pieces of work are completed according to time schedules. You will be supervised by the senior receptionist and the practice manager and at all times working to your job description, within your own capabilities and according to practice guidelines, protocols and systems.

Main Duties and Responsibilities

1 Confidentiality and Record Keeping

1.1 You will act at all times with regard to confidentiality and sensitivity of issues to do with patients, their care and treatment.

1.2 All contacts that you have with patients must be recorded in the medical record.

2 General and Clerical Duties

Performance of clerical duties are dependent on the candidates aptitude and

experience and are strictly at the discretion of the post holder and practice.

2.1 Carry out relevant clerical and reception duties as required e.g. answering the telephone, dealing with patient queries, making appointments, entering data on to the computer, carrying out computer searches, summarising patient notes, and routine filing. (This list is not exhaustive and the applicant should be prepared to be adaptable according to the individual needs of the practice)

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Version 3.2 January 2020

2.2 Participate in audit as required e.g. note sampling, data input and information gathering.

2.3 To function as an integral part of the practice team.

2.4 Attend relevant meetings as required.

2.5 Have knowledge of and act at all times according to health and safety legislation and the specific health and safety policy of the practice.

2.6 Have an understanding of the data protection acts and their implication for general practice.

2.7 Have a basic understanding of the equal opportunities policy.

2.8 Complete mandatory training on an annual basis.

2.9 Administer call and recall systems in relation to: chronic disease management, immunisation, breast and cervical cytology screening; medication review, influenza and pneumonia campaigns - organise appointments and follow up.

3 Additional and Specific Responsibilities Relevant to the Post of

Receptionist.

3.1 Day to day execution of the following:

Booking appointments for surgeries using the computer system

Receiving patients, either by telephone or in the reception area

Filing and retrieving patient notes and correspondence

Completing repeat prescription forms using the computer system and according to practice protocols.

Completing claim forms for signing by patient and/or doctor

Addressing and posting surgery correspondence

Taking messages for doctors/nurses and delivering them according to practice protocols

Registering new patients according to practice guidelines.

Updating medical record with change of addresses, telephone numbers etc

Scanning patient correspondence into the electronic record

Following practice guidelines on the completion of all administrative duties.

Maintaining practice systems and informing other member of staff should these break down.

Prioritising tasks to be done so that all work is completed on a daily basis.

Making sure all public areas (reception and toilets) are tidy and well stocked with the appropriate toiletries.

Keeping the public notice boards tidy

Keeping the stock cupboards tidy.

Making sure the clinical rooms are well stocked with the appropriate stationary.

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3.2 Additionally the senior receptionist will be responsible for the following duties and she will delegate these to you as necessary:

Scanning

New Registrations

Repeat prescriptions - ensuring all requests are completed before the end of the day.

Checking and responding to the surgery's email - every morning

Faxing scripts and miscellaneous information to other health care providers

Removing incoming correspondence from the fax machine and passing to the duty doctor if it requires immediate attention.

Clearing script and letter folders of documentation that has not been collected - every two months

Making sure internal email messages are responded to by admin staff

Shredding results after a period of one week

Facilitating a smooth handover between shifts.

Ensuring the desk is manned at all times.

Keeping the desk tidy and well stocked with corporate stationery.

3.3 The employer/practice manager/ can determine any additional duties that may be required so long as they do not exceed the level of responsibility expected of the grade for this post.

3.4 To comply with the following: a) Practice policies and regulations b) Health, Safety and Fire Regulation.

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Version 3.2 January 2020

Person Specification

Receptionist

CRITERIA DESIRABLE

ESSENTIAL

NVQ 1 / 2 Educated to GCSE/equiv.

QUALIFICATIONS

Keyboard Skills
Telephone skills

Customer service skills
SKILLS

Patient Confidentiality
Data Protection Act Working knowledge of office IT

Medical Terminology equipment.
KNOWLEDGE

PC, Fax, Telephone system.

To work as part of a team.
To prioritise workload.

To remain calm in a crisis.

To greet customers in a polite andfriendly manner.
To listen carefully and record information accurately.
To deal effectively with difficult/stressed customers.
To follow policies and guidelines.
To communicate effectively.

NHS Reception Customer service environment.

Office/administrative clerical duties.
EXPERIENCE

Inputting information onto computer.
Telephone/receptionist duties.

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Job Types: Full-time, Part-time

Pay: 13.50 per hour

Expected hours: 22.5 - 37.5 per week

Work Location: In person