Receptionist/administrator (Part-time)

7 months ago

London, United Kingdom The Links Medical Practice Full time

GP Receptionist Part Time Vacancy

**THE LINKS MEDICAL PRACTICE**

**ADMIN & RECEPTION JOB DESCRIPTION**

**Job Title**: Administrator & Receptionist

Hours of work range between 7:45am - 6:45pm Monday to Friday

**Summary**

The post holder is expected to provide admin support to the practice team. Accurate administration is important to ensure that the work of the practice is carried out efficiently. Therefore day to day office support will be required from the post holder. The post holder will sometimes be first point of contact for patients in person and by telephone. The post holder will be expected to work in reception and meet and greet patients and handle their queries with an awareness of the needs of the patient. It is the role of the receptionist to assist patients in the easiest possible way to see a clinician and be friendly courteous and efficient at all times.

**Main Duties & Responsibilities**
- **Reception**_

To be helpful and friendly to patients who make contact with the practice by phone or in person providing the best possible patient service.

To be courteous and helpful at all times to patients, visitors and colleagues.

Answering the phone promptly and courteously. To divert calls, take and pass on messages accurately in line with practice procedures.

Ensure that the system is operational at the beginning of each day & switched on to the answer phone with the correct tape at lunchtime & at the end of each day.

Ensure familiarity with times when appointments phone is not answered. Check answer phone is working correctly by ringing through from the modem telephone.

Ensure that no calls breaching confidentiality are made within earshot of the waiting area.

Making appointments for patients, taking requests for home visits and answering queries in a friendly and helpful manner.

To keep patients informed of any delays or problems when they are in the practice and deal with any concerns that may arise.

To assist with cancelling and rescheduling appointments as required.

Finding notes or other information for clinical staff as requested.

Making phone calls for clinical staff when requested.

Dealing with requests for assistance from Doctors, Nurses and other members of the clinical team.

Ensure adequate supplies of new patient forms are available. Make new patient appointments where appropriate. Ensure relevant forms have been fully completed by the patient.

Ordering ambulances and interpreters for patients as required.

Updating the computerised appointments system as required.

Registering new patients, making up notes and entering their details on the computer system.

Checking patient details are current and correct and then update patient records.

Ensure total familiarity with all appointments systems including regular & incidental variations.

Running computer appointments system, book appointments & recalls ensuring sufficient information is recorded to retrieve medical records.

To fully understand how the telephone system works.

Enter results on the computer when required.

To work as a team member with your admin and reception colleagues.

Deal with patient complaints sensitively and according to the practice complaints procedure.

To ensure that the patient waiting areas are clean and tidy. At the end of each session to tidy up rooms and tidy up any magazines and leaflets. To check the patient toilets on a regular basis to ensure stocked and clean.

In conjunction with the Prescriptions clerk, ensure that patients are aware of the 48 hour turn-around for prescription requests.

Be aware of all Reception and office protocols.

Become familiar with Hospital & laboratory courier collections & ensure procedure is adhered to.

Advise patients of non-NHS & private services charges, accept payments & issue receipt.

To open and close the practice at the beginning and end of the day, checking security and setting the alarms as necessary.
- **Administrative duties**_

To deal with Patient Registrations.

To deal with GP Links.

To deal with summarising and coding.

To contribute to providing end of quarter statistics.

To provide IT support.

Scanning all hospital and clinic letters.

Scanning relevant registration information.

Match all hospital letters accurately with individual patient notes.

Dealing with internal and external post.

To undertake photo-copying, faxing and other basic office duties as directed by members of the team

To deal with queries for further information from hospitals or other local providers about patients.

To assist in preparing and sending out Practice mailings, recall letters and other practice correspondence.

Ensure aware of non-NHS & relevant charges for private services, and that these are recorded accordingly in the ‘petty cash’ ledger book.

Weekly reconciliation of ‘petty cash’ ledger book. Ensure cheques & receipts are signed over to the Administrative staff.

Ensure that all records are accurately assembled in advance for eac

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