Job Description

SECRETARIAL DUTIES 1. Provide Secretarial support to the doctors within the Practice 2. Type referral via audio equipment and pass to the doctors for signing, ensuring urgent requests are dealt with on the same day. 3.



Send referral letters through the Choose and Book system, E Referral 4. Complete referral forms as per instructions from the doctor 5. Photocopying as required 6. Keep workstation tidy at all times 7.



Any other delegated duties considered appropriate to the post. RECEPTION DUTIES 1. Understand and maintain confidentiality at all times 2. Answer the telephone as priority and deal with appropriately.



3. Make appointments with GPs Nurses asking appropriate questions to ensure appropriate appointment length and time is offered. 4. Receive incoming calls, deal with patients general queries at reception desk, record messages for GPs and Nurses 5.



Open premises and restore telephone lines/close surgery and set alarm in the evening 6. Prepare repeat prescriptions using the computer. 7. Pass on unresolved queries to a colleague when leaving at lunchtime or evening 8.



Ensure Paers (Check-In system) is set up for the surgery 9. Ensure that the surgery is prepared as per room rota for the use of doctors, practice nurses and other visiting professionals. 10. Have knowledge of all office procedures and fulfil any of these duties when required 11.



Deal with requests for registration, explain registration protocol and make appointment for new patient check. 12. Deal with Temporary Registration 13. Follow up queries from patients regarding result of diagnostic tests, x-rays and smear tests.



14. Book emergency ambulance at GP request. 15. Collect non NHS fees, record and produce receipt for patient/carer.



16. Follow protocol for preparation of acute and repeat prescriptions 17. Deal with outgoing mail. 18.



Lock and unlock premises and set (un-set) alarm system 19. Awareness of Health and Safety of self and others Administration duties Record and maintain accurate patient information within the practice computer system as required. Scan and electronically file hospital correspondence Deal with incoming and outgoing post as per the staff rota. Administering the appointment book within EMIS, making changes and amendments where necessary.



Read coding as and when time allows. Associated administration relating to GP registrars. Support Assistant Practice Manager with running of admin office and overseeing workload on a daily basis. Deputising for her in her absence.



Confidentiality 1.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 2.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, whilst in post and following cessation of post.



3.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 1.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 2.Using personal security systems within the workplace according to practice guidelines 3.Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks 4.Making effective use of training to update knowledge and skills 5.Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards 6.Reporting potential risks identified. 7.To ensure that safe systems of work are practiced and that the agreed health and safety policies are carried out. 8.To be aware of the responsibility of every employee to have regard for safety for him or herself and others at work in the health and safety at work act 9.To be conversant to with the practice fire regulations Equality and Diversity 1.Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation 2.Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues 3.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 1.Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development 2.Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work. 3.Training requirements will be monitored by yearly appraisal. Personal development will be encouraged and supported by the Practice. It is the individuals responsibility to remain up to date with recent developments within the practice and the NHS.



4.Participate in the education and training of students of all disciplines and the induction of all members of the practice staff where appropriate 5.It will be necessary to attend various Practice meetings as requested. The only reason for not attending will be annual or sick leave Quality 1.Alert other team members to issues of quality and risk 2.Assess own performance and take accountability for own actions, either directly or under supervision 3.Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance 4.Work effectively with individuals in other agencies to meet patients needs 5.Effectively manage own time, workload and resources. Communication 1.Communicate effectively with other team members 2.Communicate effectively with patients and carers 3.Recognise peoples needs for alternative methods of communication and respond accordingly. Contribution to the Implementation of Services 1.Apply practice policies, standards and guidance 2.Discuss with other members of the team how the policies, standards and guidelines will affect own work 3.Participate in audit where appropriate.