This role is a minimum 16 hours including shifts that cover Wednesday PM & all day Friday. You will be responsible for the general administrative and reception duties within the Practice and work with our established processes, policies and procedures to provide a comprehensive high-quality service and deal efficiently and courteously with patient enquiries.
Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries, booking and/or amending patient appointments and home visits, contacting patients to provide information from the clinical team and assisting patients to access our services and those available in the wider community.
Responsibilities
Reception Duties
* Receiving patients, consulting with members of practice team
* Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional
* Register new patients, checking all details for accuracy and enter on computer registration link
* Taking messages and passing on information
* Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
General Administration
* Processing and distributing paper correspondence received into practice
* Process outgoing mail taking to post office and logging in post book
Filing and Retrieving Paperwork
* Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
* Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
* Keeping the reception area, notice boards, leaflet etc. tidy and presentable
* Cover sickness/annual leave and work reasonable overtime when required.
* Perform any other relevant and reasonable duties that may be requested by the Practice Manager, reception manager or partners.
* Undertake statutory and mandatory training as required.
* To provide an efficient word processing service for GPs and health professionals as required. This includes the typing of letters, patient referrals, etc. in an accurate and quality manner.
* To make appointments, bookings and admissions as required.
* To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
* File patient records and correspondence in patient medical records.
* To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
* To assist with the gathering of information re QOF, Audits, Enhanced service data when required.
* To provide cover for members of the team during periods of sickness and annual leave.
* Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.
Scanning Duties
* Scan patient-related documents onto their medical record using read codes as agreed by the clinical team
* Add any additional information about the source of the document
* Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
* Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale
* Scan all internal paper documents on to the relevant patient record and then store the documents in line with surgery procedures.
Appointment System Management
* Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record.
* Monitor effectiveness of the system and report any problems or variations required.
* Deal with home visit requests, carefully noting all details
Medical Records Management
* Retrieve and refile records as required, ensuring that strict alphabetical order is adhered to.
* Ensure correspondence, reports, results, etc., are filed in correct record.
* Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.
* Processing repeat prescriptions in accordance with practice guidelines
* Handing completed repeat prescriptions to patient and checking names and address.
Consultation Room Preparations
* Clearing and re-stocking of consulting rooms as required
* Consulting rooms prepared in readiness for each consulting session.
* Rooms are checked at the end of each consulting session and left tidy and secure.
Qualifications
* GCSE English & Maths 9 - 3 NVQ level 2 or equivalent
* Business/admin or customer service experience
* Experienced GP Receptionist
Experience
* Experience of care/admin/reception or a desire to learn and gain qualification
* Able to use EMIS clinical computing system, however full training is available
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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