MAIN DUTIES AND RESPONSIBILITIES Greet patients and visitors to the practice. Book in, amend and cancel patient appointment inline with practice appointments procedures ensuing optimum efficiency of the appointment system. Ensure that patients without appointments but who need 'urgent consultations are booked into appropriate slots and referred to a GP where necessary. Receive and accurately record requests for home visits, assessing urgency in accordance with the Practices protocols.
Print off home visit summary sheets. Ensure computerised appointment system is up-to-date. Respond and/or redirect all patient and visitor requests accordingly. Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed.
Set-up of new patients onto the computer system. Advise patients of relevant charges for private services, accept payment and issue receipts for same. Produce repeat prescriptions according to practice procedures and ensure timely distribution of completed prescriptions. Ensure correspondence, reports, results etc.
are filed electronically in correct patient record. To scan hospital correspondence and attach to computer system with the appropriate read code, ensuring they are all filled away once attached. Ensure reception and waiting areas are kept neat and tidy Re-stocking of information leaflets as appropriate Answering incoming telephone calls, ensuring calls are documented and redirected accordingly. Undertake administration tasks as allocated on rota organised by Practice Manager.
Action start and end of day procedures. Checking the out of hours telephone switch over is operating effectively before leaving the premises Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes). Check emails on a daily basis.
Regularly check tasks in System one to check all messages have been actioned. Participate in relevant internal and external training to maintain a high standard of work and continued lifelong learning. To maintain good communication with all colleagues and encourage good working relationship with all members of the practice. Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.
Compliance with data security and protection Answer the telephone in a timely manner and ensure all missed calls are called back To ensure at all times security of working rooms, patients records etc. To ensure practice premises are left secure and prescriptions are locked away at all times To ensure strict confidentiality is maintained at all times To attend and participate in practice meetings, if required to do so. Assignment of work The post-holders work assignment is determined by the requirements of the Practice, GP Partners, the Practice Manager and the patients. The Practice Manager provides immediate line-management for the post-holder.
The post holder will take instruction on a day to day basis from the Practice Manager. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Practice Manager. The Post-holders work is formally reviewed by annual appraisal. The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.
Decisions & judgements The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including: Establishing and maintaining effective lines of communication with the GPs and Practice Manager. Communicating clearly and effectively with staff to aid the smooth running of the Practice. Responding to requests or queries for support as they arise in an appropriate and timeous manner. Prioritising workload and requests for support.
Making the most effective use of resources available. Using judgement and experience in helping to determine the relevant urgency of or requests for information received from patients and other external organisations.