Main duties of the job
* Provide a professional and confidential service at all times
* The position involves assisting patients and clinicians both over the telephone and in person.
* Provision of administrative tasks to support the clinical team
About us
Launceston Close Surgery is a small friendly medical practice.
We have 2 GP partners, a Practice Manager, 1 Pharmacist, 2 ANP's, 2 Practice Nurses, a Health Care Assistant, a GP Assistant, 4 Reception staff plus the Admin/Secretarial Team.
The successful applicant will join a fast paced and varied team to ensure smooth running of the practice.
Job responsibilities
Job Description: Receptionist / Administrator – General Medical practice
Job Title: Receptionist / Administrator
Responsible to: Reception Supervisor, Practice Manager and GPs
Reports to: Reception Supervisor and Practice Manager
Main Purpose of Job
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. Provide general assistance to the Practice team and project a professional, positive and friendly image to patients and other visitors, either in person, via the telephone or via other communication routes. To provide helpful, informative and supportive reception and administration services to patients and members of the primary health care team. To provide cover for staff absences/annual leave as required.
1. Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice.
2. Deal with all general enquiries, explain procedures and make new and follow‑up appointments.
3. Deal with patients requesting an urgent appointment.
4. Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
5. Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
6. Enter requests for home visits onto the system and refer to community matron where appropriate, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor.
7. Action repeat prescription requests and ensure that they are sent electronically where possible or ready for collection by the patient within 48 hours, in line with Practice protocol.
8. Take act on clinicians requests for further information/patient contact information etc. (including computerised Practice notes), ensuring completion of all associated paperwork.
9. Advise patients of relevant charges for private (non‑General Medical Services) services, accept payment and issue receipts for same.
10. Enter patient information on to the computer as required, remembering to redact sensitive and third‑party information from online visibility where appropriate.
11. Prepare clinical rooms for surgeries, check supply of A4 paper and prescription forms ensure adequate supplies of consumables (including bottles, couch rolls, test request forms etc). Supply of consumables normally done by GPA but reception need to know where they are in case you are required to stock the rooms.
12. To provide cover for staff holiday and sickness absences when required as requested by the Reception/Administration Supervisor.
13. Process incoming and outgoing mail accordingly.
14. Record actions taken in patient records where appropriate.
15. Complete other daily/ weekly and monthly core tasks to support to smooth running of the business.
16. Any other duties as necessitated by the needs of the Practice.
17. Direct patients to alternative services both within and outside of the PCN where appropriate.
1. Open up premises at the start of the day (as per instructions) when first to arrive, de‑activate alarm and make all necessary preparations to receive patients as per open up procedure.
2. When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated as per end of day procedure.
3. Ensure that all new patients are registered onto the computer system promptly and accurately.
4. Make and serve refreshments for meetings if requested, ensure the kitchen is kept clean and tidy and tidy the waiting room in turn with other staff.
Confidentiality
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.
In the performance of the duties outlined in this Job Description, the post‑holder may have access to confidential information relating to patients and their carers, practice
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