Receptionist / Administration Clerk

3 months ago

Hartlepool, United Kingdom Hartlepool & Stockton Health [H&SH] Full time

Job Summary Undertake all aspects of reception and administrative duties across all McKenzie Group Practices, including potential lone working. Undertake these duties without direct supervision, working within broad procedural guidelines. Ensure that total confidentiality is maintained in that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for which such information is relevant. Good communication is extremely important within the practice, with both patients and with outside agencies, and you will be expected to help ensure that everyone who you come into contact with holds the practice in high regard.

Absolute discretion is required in protecting patients' confidentiality. Job Responsibilities Provide a professional, courteous, and efficient first point of contact for McKenzie Group Practice / Gladstone House Surgery for patients seeking health information or healthcare assistance. Answer general enquiries from patients / agencies / healthcare workers in a professional and efficient manner via all routes, e.g. face-to-face / telephone / online.

Book a wide range of appointments for patients accessing services. Deal with requests for prescriptions in conjunction with the Meds Team ensuring requests for prescriptions are dealt with within two working days or ordering. Grant access to online services in line with Practice policy. Book home visits as per Practice policy.

Refer electronically to SPA via SystmOne. Carry out the process of 'New Patient Registrations' and be familiar with relevant documentation required and carry out initial registration onto SystmOne. Use TPP SystmOne clinical system and decision support software as required for all patient contacts registered / non-registered. Use clinical coding for recording on patient's electronic record, as required.

Book an interpreter when required. Call and recall patients as part of the Practice recall system/ Recognise, through appropriate training and use of decision tools as required, urgent and emergency patient conditions and direct patients to the appropriate clinician or emergency services. Maintain an efficient filing system of patients' medical records, where required. Maintain efficient filing systems of office and Medical Centre documentation.

Contribute to the smooth and efficient delivery of healthcare services by providing signposting, using information systems appropriate to patient need. Input and retrieve data using computer systems, ensuring that all information is recorded accurately. Process all removals from the practice list, print off computer records, merge with original records folder, and return to PCSE for patients leaving the Practice List. Scan documents into clinical and office computer systems.

Document requests for medical reports / patient information. Deal with amendments to patients' details, including changes of name, address, and telephone number. Ensure computers / rooms / reception area are ready for use at the beginning of each day and all systems are securely closed down at the end of the working day. Ensure an ample supply of sample forms and bottles, ICE paper, etc.

are kept in reception. Update the collection folder, remove any old forms / letters, and file in patients' notes. Advise patients of relevant charges for private services in accordance with the Non-NHS Fees Policy, accepting payments and issuing receipts for same. Take part in Medical Centre meetings / trainings / 1:1s and development of the service.

Undertake further training and development as identified at an individual's personal development review. Undertake an annual performance appraisal and work to personal performance objectives. Maintain strong links through multi-agency working. Ensure patient information is reported back to the patient's own Practice in agreed timelines, where relevant.

Attend all statutory and mandatory training. Take on any other duties consistent with the development of the role as required. Open internal post and sort as per Practice protocol. Open and close the Practice each working day, ensuring consulting rooms are tidy and secure.

Make tea / coffee for staff. Working Environment Carry out routine checks to ensure your workstation is clean and tidy at the start and end of your shift. Ensure all equipment in your workstation is operational and up-to-date, and report any issues to your line manager. Ensure that confidential patient information is stored and handled according to protocol and report any concerns to your line manager.

Health & Safety Assist in promoting and maintaining your own and others' health, safety, and security as defined in the Practice Health and Safety Policy. Ensure that any hazards in your working area are reported immediately to your line manager. Confidentiality Ensure patient and Practice information is kept confidential and secure at all times, in accordance with the Information Sec

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