Practice Administrator with Reception Duties

2 days ago

London, United Kingdom Merton Medical Practice Full time

**PRACTICE ADMINSTRATOR WITH RECEPTION DUTIES**
**JOB DESCRIPTION**

Page 1 of 7

**JOB TITLE: PRACTICE ADMINISTRATOR WITH RECEPTION DUTIES**

**REPORTS TO: PRACTICE MANAGER**

**HOURS: FULL TIME 37.5 HOURS PER WEEK**

**Job Summary**:
To support the Practice Manager and Deputy, in ensuring the smooth running of the practice. Where required, to help develop efficient systems of operations management to include IT, Human Resources, Financial and day to day administrative tasks.

The post holder will be a member of the surgery team with the delegated responsibility to carry out and to overseeing the day-to-day operation of the surgery. They will ensure the effective processing of all administrative work and appropriate liaison with the reception and administration team.

**Responsibilities**:
**Staff Supervision**
- To effectively supervise together with the Practice Manager and Deputy the work of the reception team and co-ordinate support services for other team members.
- To co-ordinate and arrange Reception cover during periods of staff’s annual leave or other absence.
- To maintain rapid response to incoming telephone calls and ensure appropriate action is taken and messages are recorded.
- Identify own training and support needs.
- Identify problems in staff performance and inform the Practice Manager in accordance with the Practice policies and procedures.
- To provide support to the clinical and nursing teams.
- Provide detailed procedures and training when appropriate for staff to perform tasks with consistency.
- To participate in new reception staff induction.
- To co-ordinate Practice Team Meetings (practice, clinical and reception meetings) in accordance with the agreed practice timetable, take the minutes and distribute to the staff accordingly.

Page 2 of 7

**Administration**
- To monitor daily scanning of electronic patients’ correspondence

(Docman) and ensure tasks from Doctors are actioned accordingly and timely.
- To monitor daily scanning of patients’ electronic correspondence to records.
- To monitor reception EMIS tasks and action EMIS administrative tasks daily
- To monitor daily processing of prescription requests
- To have a thorough knowledge of the Practice Policies and Procedures
- To process registrations, deductions, online access, rejections and other patient’s affairs (GP2GP, FP69 etc)
- To process and maintain eRS worklists and ensure all pts with a 2WW referral have been offered a hospital appointment within timeframes.
- To send DNA letters to patients (practice and hospital) when required
- To receive deliveries into the practice and processes relevant accompanying paperwork
- To observe and adhere to governance security requirements
- To participate in recalls when necessary
- To participate and lead on audits and research projects
- To work in accordance with the Practice’s protocols

**Patient Services**
- To carry out Reception duties, including covering the desk when necessary and required, for example during periods of staff’s absence.
- To ensure high standards of customer service to patients and visitors to the practice and on the telephone at all times
- To report all accidents/untoward incidents promptly to the line manager.
- To liaise with the Practice Manager to identify problems relating to client dissatisfaction
- To process Quality Alerts in accordance to practice protocol

**Information Technology**
- To be the Practice Lead for IT
- IT trainer for reception staff
- To be fully competent in the system specific IT Training competencies

Page 3 of 7
- To liaison with IT System Supplier and PCT IT department to ensure effective and up to date functioning of IT system at all times.
- To maintain the computerised medical database.
- To assist in the processing of eRS referrals in accordance to Practice protocols
- To liaise with website providers to keep information relevant and up-to
- date.

**Finance**
- Responsible for the management of medical reports and DSARs.

Invoicing, logging and chasing non -payment
- Monitoring petty cash and documenting income and expenditure together with the Deputy PM
- Coordinate fortnightly bank deposits and feedback to the Practice

Manager

**Practice Development**
- Participate in monitoring performance and data collection as necessary.
- Participate and contribute in all NES/DES/LES and other practice quality standards as determined by the practice and its contractual framework.
- To attend all practice meetings and team meetings as requested.
- To participate and contribute to the development and implementation of the QoF programme
- Critically analyse actual or potential risks to ensure effective management.
- Report incidents to the Practice Manager.
- To disseminate information to staff and represent the views of the management team appropriately.
- To ensure that the work of the reception team complies with the practice

Caldicott, security and governance policies.

**Education**
- To support the managemen

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