Offer general assistance to thepractice team and project a positive and friendly image to patients and othervisitors, either in person or via the telephone
Receive, assist and directpatients in accessing the appropriate service or healthcare professional in acourteous, efficient and effective way
Undertake a variety ofadministrative duties to assist in the smooth running of the practice,including the provision of clerical support to clinical staff and other membersof the practice team
Facilitate effectivecommunication between patients, members of the primary health care team,secondary care and other associated healthcare agencies
Main duties of the job
Processing personal andtelephone requests for Appointments, Home Visits and Telephone Consultations,ensuring callers are directed to the appropriate Healthcare Professional
Provide an efficient receptionservice for patients and any other visitors to the Practice
Providing clerical assistance toPractice staff as required, including Photocopying, Scanning, Read Coding andFiling
Dealing with general enquiriesand explain Practice procedures to patients
Processing repeat prescriptionsin accordance with practice guidelines
Computer data entry and dataallocation and collation; processing and recording information in accordancewith practice procedures
Processing and distributingincoming and outgoing mail
Undertake a variety ofadministrative duties to assist in the smooth running of the Practice
Communicate test resultsappropriately being aware of confidentiality at all times
Initiating contact with andresponding to requests from patients, other team member and associatedHealthcare Agencies and Providers
Enter patient information on tothe computer as required
Opening up/locking up ofpractice premises and maintaining security in accordance with practiceprotocols
Safeguarding and be aware ofstatutory child/vulnerable patients health procedures and local guidance
About us
We are a GP Surgery withapproximately 6400 patients. We have two GP Partners and one Salaried GP. Wehave two Practice Nurses, one Nurse Associate and one Health Care Assistant and we are a friendly, professional Clinical,and Admin team.
Job responsibilities
JOB TITLE: RECEPTIONISTADMINISTRATOR
REPORTS TO: PRACTICE MANAGEMENT
HOURS: 37.5 hours per weekMonday to Friday
Monday 12.30 pm- 6.30 pm
Wednesday 09.00 am - 2.30 pm
Surgery Opening Hours: 8.00am6.30pm Monday to Friday
Job summary:
The purpose of the role is to:
Offer general assistance to thepractice team and project a positive and friendly image to patients and othervisitors, either in person or via the telephone
Receive, assist and directpatients in accessing the appropriate service or healthcare professional in acourteous, efficient and effective way
Undertake a variety ofadministrative duties to assist in the smooth running of the practice,including the provision of secretarial and clerical support to clinical staffand other members of the practice team
Facilitate effectivecommunication between patients, members of the primary health care team,secondary care and other associated healthcare agencies.
Duties and responsibilities
The duties and responsibilitiesto be undertaken by members of the practice administration team may include anyor all of the items in the following list. Duties may be varied from time totime under the direction of the Assistant Practice Manager and PracticeManager, dependent on current and evolving practice workload and staffinglevels:
Processing personal andtelephone requests for Appointments, Home Visits and Telephone Consultations,ensuring callers are directed to the appropriate Healthcare Professional
Provide an efficient receptionservice for patients and any other visitors to the Practice
Providing clerical assistance toPractice staff as required, including Photocopying, Scanning, Read Coding andFiling
Dealing with general enquiriesand explain Practice procedures to patients
Processing repeat prescriptionsin accordance with practice guidelines
Computer data entry, dataallocation and collation; processing and recording information in accordancewith practice procedures
Processing and distributingincoming and outgoing mail
Undertake a variety ofadministrative duties to assist in the smooth running of the Practice
Communicate test resultsappropriately being aware of confidentiality at all times
Initiating contact with andresponding to requests from patients, other team member and associatedHealthcare Agencies and Providers
Keeping the reception area,noticeboards and leaflet dispensers tidy and free from obstructions and clutter
Enter patient information on tothe computer as required
Opening up/locking up ofpractice premises and maintaining security in accordance with practiceprotocols
Understand and apply legalissues that support the identification of vulnerable and abused children andadults, and be aware of statutory child, vulnerable patients health proceduresand local guidance
Confidentiality:
In the course of seekingtreatment, patients entrust us with, or allow us to gather, sensitiveinformation in relation to their health and other matters. They do so inconfidence and have the right to expect that staff will respect their privacyand act appropriately
In the performance of the dutiesoutlined in this job description, the post-holder may have access toconfidential information relating to patients and their carers, practice staffand other healthcare workers. They may also have access to information relatingto the practice as a business organisation. All such information from anysource is to be regarded as strictly confidential
Information relating topatients, carers, colleagues, other healthcare workers or the business of thepractice may only be divulged to authorised persons in accordance with thepractice policies and procedures relating to confidentiality and the protectionof personal and sensitive data
Health & safety
The post-holder will assist inpromoting and maintaining their own and others health, safety and security asdefined in the practice health and safety policy, the practice health andsafety manual, and the practice infection control policy and published procedures.This will include:
Using personal security systemswithin the workplace according to practice guidelines
Identifying the risks involvedin work activities and undertaking such activities in a way that manages thoserisks
Making effective use of trainingto update knowledge and skills
Using appropriate infection controlprocedures, maintaining work areas in a tidy and safe way, free from hazards
Actively reporting health andsafety hazards and infection hazards immediately when recognized.
Keeping own work areas andgeneral, patient areas generally clean, assisting in the maintenance of generalstandards of cleanliness consistent with the scope of the job holders role
Undertaking periodic infectioncontrol training -minimum annually.
Demonstrate due regard forsafeguarding and promoting the welfare of children.
Equality and diversity
The post-holder will support theequality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognisesthe importance of peoples rights, interpreting them in a way that is consistentwith practice procedures and policies, and current legislation
Respecting the privacy, dignity,needs and beliefs of patients, carers and colleagues
Behaving in a manner that iswelcoming to and of the individual, is non-judgmental and respects theircircumstances, feelings priorities and rights.
The post-holder will participatein any training programme implemented by the practice as part of thisemployment, with such training to include:
Participation in an annualindividual performance review, including taking responsibility for maintaininga record of own personal and or professional development
Taking responsibility for owndevelopment, learning and performance and demonstrating skills and activitiesto others who are undertaking similar work
Quality:
The post-holder will strive tomaintain quality within the practice, and will:
Alert other team members toissues of quality and risk
Assess own performance and takeaccountability for own actions, either directly or under supervision
Contribute to the effectivenessof the team by reflecting on own and team activities and making suggestions onways to improve and enhance the teams performance
Work effectively withindividuals in other agencies to meet patients needs
Effectively manage own time,workload and resources
Communication:
The post-holder should recognisethe importance of effective communication within the team and will strive to:
Communicate effectively withother team members
Communicate effectively withpatients and carers
Recognise peoples needs foralternative methods of communication and respond accordingly
Contribution to theimplementation of services:
The post-holder will:
Apply practice policies, standardsand guidance
Discuss with other members ofthe team how the policies, standards and guidelines will affect own work
Participate in audit whereappropriate
Person Specification
Experience
* Knowledge of Windows, Emis and Docman10X
* Experience of working in a GP Practice
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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