Receptionist/administrator

1 week ago

Spalding, Lincolnshire, United Kingdom Moulton Medical Centre Full time

Job Description - GP Surgery Administrator

Job Title:
GP Surgery Receptionist/Administrator

Reports to:
Practice Manager

Responsible to:
The GP Partners

Job Purpose:


To provide a consistently high quality, professional reception and administrative service to doctors, staff, colleagues, patients, health service professionals and others.


To act as the first point of contact for patients contacting the Practice via telephone and to handle their enquiry efficiently, effectively and courteously.


Hours:
Part-time (25.5 hours per week - Mon, Wed, Thurs &Fri) with flexibility to cover colleagues holiday and sickness absence.

Main Duties and Responsibilities:

Reception and Administration

  • To have a thorough knowledge of all Practice procedures and carry these out effectively and efficiently.
  • To book, amend and cancel patient appointments in line with Practice appointment procedures ensuring optimum efficiency of the appointment system.
  • Receive and accurately record requests for home visits, assessing urgency in line with the Practice's protocols.
  • Ensure the electronic appointment system is kept uptodate with relevant information.
  • Register new patients on the EMIS system, ensuring correct identification procedures are carried out.
  • Inform patients as required of new processes/procedures that affect them.
  • Ensure correspondence, reports, results etc. are scanned and filed electronically in correct patient records.
  • Restocking of information leaflets as appropriate.
  • Action start and end of day procedures (as appropriate).
  • Ensure uptodate maintenance of both computer and manual filing systems incl. offsite storage of patient records.
  • Open and distribute mail to all other team members.
  • Scan and read incoming clinical letters into clinical system and file accurately using the data contained.
  • Record all incoming insurance and solicitor reports.
  • To photocopy items as required.

Patient referrals and reports

  • Post all referrals and letters ensuring the correct postage is applied.
  • Liaise with Practice colleagues to ensure that all referrals have been dealt with and sent
  • Photocopy and post insurance reports, DVLA, DSS etc.
  • Inform patients that reports are ready for collection/completed as appropriate.
  • Check all electronic referrals have been sent by running weekly reports.

Recall systems

  • Send out patient invitation letters as required.

Stationery and Office supplies

  • Order stationery and office supplies as required using the Practice procedures
  • Maintain a working stock of stationery, ensuring it is neither excessive or insufficient.
  • Ensure sufficient supplies of stamps etc.

General

  • Assist other Practice colleagues when necessary and contribute to the 'Oneteam' ethos of our Practice.
  • Handle all telephone enquiries as appropriate.
  • Photocopy patient notes for solicitors and insurance companies in accordance with GDPR regulations ensuring appropriate consent is gained.
  • Use the clinical system 'tasks' as per Practice procedures.

Communication

  • Communicate effectively, promptly and courteously with patients, carers, relative and Practice suppliers.
  • Recognise people's needs for alternative methods of communication and respond accordingly.
  • Use the most effective and appropriate means to communicate information to other team members.
  • Communicate appropriately and accurately with colleagues outside the Practice and with due reference to the common law of confidentiality and GDPR and the Data Protection Act.
  • Immediately inform a member of staff if a patient appears ill or if their behaviour causes concern (including correct use of Emergency/Collapse/Security protocols).
  • Be aware of child protection issues and communicate concerns in accordance with Practice protocols.

Decision-making contribution

  • Attend and contribute to meetings within the Practice (staff meetings, planning meetings, significant events, MDT, special projects). This may include contributing to the development and review of Practice protocols.

Quality and Self-Development

  • Actively participate in the Practice annual appraisal system.
  • Perform tasks to the best of their ability and contribute to the high performance of the team.
  • Participate in identified training to ensure skills are kept uptodate.
  • Take action to report/tackle identified issues which affect quality or present risk to patients, team members or the Practice.

Confidentiality


In the course of their duties, the administrator will have access to confidential information relating to patients, their carer's, relatives and colleagues within and outside the Practice.

They may also have access to information relating to the Practice as a business. All such information from any source whatsoever will be treated as strictly confidential.

All information gained from any source will only be shared in accordance with the Practice's Confidentiality Policy, GDP

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