To be responsible for undertaking a wide range of administration duties and the provision of general support to the multidisciplinary team. Duties can include but are not limited to, scanning and processing of documents, processing and filtering medical reports and letters via DOCMAN; some reception duties including greeting and directing patients, effective use of the appointment system, booking appointments, processing of information and assisting patients as required.
To act as the central point of contact for patients' letters, reports and other such documentation and ensuring the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
Main duties of the job
The following are the core responsibilities of the administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
1. Receive correspondence from external agencies and process accordingly.
2. Scanning documents to the relevant software programme and logging them.
3. Filtering documents suitably according to need and passing to the relevant clinicians to read and action.
4. Initiating contact with and responding to, requests from patients, team members and external agencies.
5. Photocopy documentation as required.
6. Input data into the patients' healthcare records as necessary.
7. Manage all queries as necessary in an efficient manner.
8. Maintain a clean, tidy, effective working area at all times.
9. Support all clinical staff with general tasks as requested.
10. Completion of administrative tasks in relation to patient results and letters.
Secondary Responsibilities
In addition to the primary responsibilities, the receptionist may be requested to:
1. Maintain and monitor the practice appointment system.
2. Process personal, telephone and e-requests for appointments.
3. Answer incoming phone calls, transferring calls or dealing with the caller's request appropriately.
4. Signpost patients to the correct service.
5. Partake in audit as directed by the audit lead.
6. Action incoming faxes when necessary.
7. Scanning of patient-related documentation and attaching scanned documents to patients' healthcare records.
8. Complete opening and closing procedures in accordance with the duty rota.
Person Specification
Qualifications
* Educated to GCSE level or equivalent;
* GCSE Mathematics & English (C or above);
* AMSPAR Receptionists Qualification;
* NVQ Level 2 in Health and Social Care;
Experience
* Experience working with the general public.
* Experience working in a healthcare setting;
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