CaereinionMedical Practice are looking for an enthusiastic and motivatedReceptionist/Administrator to join our supportive team at this friendly and busy rural practice.
The ideal candidate must have excellent communication and people skills, good IT skills, able to multitask and work flexibly within our supportive team. You will be expected to project a positive and friendly image to patients and other visitors, either in person or via the telephone, and bring a positive, committed, and strong ethos of care to the role. Experience in general practice is preferable but not essential as we welcome the opportunity to train and develop the right individual.
Main duties of the job
This a hybrid role, split between our reception and admin team, and you will be expected to cover both roles each week. This role will consist of a variety of administrative tasks, working closely with doctors, nurses, and other healthcare professionals. Key responsibilities include:
* Appointments: Appropriately triage patients requesting appointments and deal with patient queries
* Administration Support: Perform general administrative duties such as processing incoming and outgoing mail, managing correspondence, data entry, and document management.
* Referrals and Secretarial Work: Assist with the patient referral process, including e-referrals, and provide secretarial support such as preparing and typing letters, reports, and other documentation as required
* Communication: Enable effective communication between patients, secondary care, and other associated agencies, handing enquiries in person, via phone, or email
About us
Thisis a rewarding role working with a demographic ageing population, who areappreciative of a good service and a friendly face. We are an EMIS practicewith a list size of just under 6000 patients.
Job responsibilities
Dealing with all patient enquiries into the practice in an effective and professional manner, correctly signposting to the most appropriate source of care, including at the reception hatch and on the telephone.
* Adhering to any reception workflows/protocols
* Effectively dealing with all other enquiries into the practice, following practice protocols
* Supporting the induction, training and development of new team members
Answering practice phones promptly with standard greeting and dealing with patient queries and appointment booking
Registering permanent and temporary patients, including any associated new patient tasks (new patient health check invitation, contacting old practice and arranging review with practice pharmacist)
Conducting chronic disease monitoring invitations on a monthly basis
Booking appropriate appointments for patients
Use of practice digital tools, such as Accurx, iPlato & Docman
Sending clinical correspondence to patients and hospitals as requested using Accurx
Dealing with reception & administrator emails
Updating any patients change of address or contact details and actioning any out of area patients
Taking payments from patients for any private work conducted at the practice and ensuring details of the paid invoice is passed to admin/Practice Manager
Complete any patient coding results (such as Breast Screening, flu etc)
Franking outgoing post and ensuring there is sufficient credit added to the machine
Ensuring entries are coded onto the patients medical record as needed
Tidying new patient paper medical records
Sending signed xray requests
Logging chemist scripts sent to pharmacies on the clinical system
Administrator
Typing letters, reports and associated documentation as required
Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
Administration tasks as required
Scanning of patient related documentation and attaching scanned documents to patients healthcare records
Input data into the patients healthcare records as necessary
Process referrals
Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms
Read code data on the practice clinical system
Maintain a clean, tidy, effective working area at all times, including leaving your desk tidy at the end of the day with no documents left out or on printers
Support all clinical staff with general administrative tasks as requested
Manage all queries (including administrative queries) as necessary in an efficient manner
Act as a focal point for the practice managing requests from external organisations such as the local Police, solicitors, DVLA and other agencies
Record minutes of meetings such as MDT and Significant Event Meetings and ensuring any follow up actions are completed
Processing patient deductions and amendments and preparing the weekly PMR bags for collection
Person Specification
Qualifications
* Significant previous experience of working in a proactive administrative role.
* Excellent communication skills, both written and oral, with a clear and polite telephone manner.
* Strong IT skills, competent in the use of Microsoft Office (Word, Excel, Outlook).
* Excellent organisational and time management skills, with the ability to multitask and prioritise workload effectively.
* Strong attention to detail and accuracy.
* Ability to work independently using own initiative and as part of a team.
* Commitment to maintaining patient confidentiality and adhering to GDPR regulations at all times.
* A flexible and cooperative approach to work demands.
* Previous experience in a healthcare setting, preferably within General Practice.
* Knowledge of clinical systems (e.g., EMIS Web, Docman).
* Familiarity with medical terminology and NHS processes.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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