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Receptionist/administration Assistant

3 months ago

Birmingham, Birmingham, United Kingdom Wand Medical Centre Full time

JOB TITLE:
RECEPTIONIST / ADMINISTRATOR



REPORTS TO:
PRACTICE MANAGER



HOURS:
per week

Job Summary:

To provide administrative support and services to all members of the Practice team.

Job responsibilities:

Administrative support

The post-holder will:

  • Provide full administrative support to patients requesting medical reports etc.
  • Work with the PM to update practice policies and procedures.
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work
  • Participate in audit where appropriate.

Routine Administrative Support as Required & Competence with Practice Equipment

  • Provide administrative support to members of the primary health care team (GP's and Nurses)
  • Photocopying
  • Scanning
  • Franking Mail
  • Filing
  • Tidiness and organisation in the Reception/Admin area

Cover for Reception as required and under special circumstances as identified by the Practice Manager.

  • Maintaining the computerised appointment system and helping patients with any queries.
  • Maintain front of house protocols.
  • Answer the telephone in a polite and professional manner, taking and passing messages accurately and appropriately.
  • Administer repeat prescription protocol.
  • Ensure pathology samples are available for collection
  • Obtain telephone contacts for doctors and practice nurses on request.
  • Make routine telephone calls and enquires as required
  • Ensure that all new patients are registered onto the computer system promptly and accurately.
  • Ensure by regular enquiry, the patient computer records display the current address of patient, the current phone number and that changes of name or address are recorded with regard to "Links" and according to practice protocols.
  • Administration of Baby and other Clinics as and when necessary.

Attend and contribute to Practice Meetings

Management of medical records:

  • Ensure that records are available in the instances of urgent consultation
  • Retrieve and refile records as requested, ensuring that strict alphabetical order is adhered to. Support the summariser/coder as required.
  • Ensure correspondence, reports, results etc. are filed in correct records
  • Ensure records are kept neat and tidy, secure and in good repair with all necessary information recorded correctly on the outer cover

Management of appointment system

  • Ensure total familiarity with all appointment systems including regular and incidental variations
  • Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record

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 postholder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
  • Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures

This will include:

  • Using personal security systems within the workplace according to Practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
  • Actively reporting of health and safety hazards and infection hazards immediately when recognised
  • Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role
  • Undertaking periodic infection control training (minimum annually)
  • Reporting potential risks identified

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

  • Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
  • Respec