Admin Assistant

2 weeks ago

Lancaster, United Kingdom Lancaster Medical Practice Full time

**Job Title**:Admin Assistant

**Accountable to**:Section Manager

**Job Summary**:
The post holder will provide full administrative support to teams across the Lancaster Medical Practice functions to ensure a robust delivery of service.
- To assist patients, carers and other organisations with making appointments, accessing care and directing them to the appropriate service or healthcare professional in a courteous efficient and effective way.
- Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. To provide efficient, helpful, informative and supportive reception and administration services to patients and members of the primary health care team.
- To work in our telephone hub dealing with a high volume of incoming calls and to work on our busy reception desk.
- Assist with marshalling at the Covid-19 vaccination and flu clinics.
- Assisting in the Medical Records department
- Work in the Medicines Coordinator team, handling prescription requests from patients and enquiries from local pharmacies
- Provide administrative support to Corporate Services teams, including HR, Finance and IT

**Key Duties/Responsibilities**
- Provide full administrative support to the Patient Services teams, including the administering of tasks, documents and filing of paperwork
- Ensure an effective and efficient telephone answering and reception service is provided to patients and any other visitors to the Practice.
- To have a thorough knowledge of practice procedures.
- To work in accordance with written protocols and procedures.
- Working within your team to ensure that telephone calls are answered within set targets.
- Deal with all general enquiries, explain procedures and make new and follow-up appointments.
- Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
- Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
- Take requests for home visits and follow written protocols.
- Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, in line with Practice protocol.
- Take action on clinicians’ requests for further information/patient contact information etc. (including computerised practice notes), ensuring completion of all associated paperwork.
- Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
- Enter patient information on to the electronic & paper record as required.
- Ensure that all new patients are registered onto the computer system promptly and accurately
- Process incoming and outgoing mail according to practice protocols.
- Record actions taken in patient record where appropriate or in accordance with practice protocols.
- Prepare and stock clinical rooms for surgeries, supply prescription forms and record numbers in use and ensure adequate supplies of consumables (including bottles, couch rolls, test request forms etc.)
- Any other administration duties as necessitated by the needs of the practice.
- Covering colleagues’ holiday and sick cover as required.

**Premises**:

- On a rota basis; open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
- On a rota basis; when last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.
- Make and serve refreshments for meetings, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff.
- Complete other Daily/ Weekly and Monthly core tasks to support to smooth running of the reception area

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 post-holder 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.

**Safeguarding**:
LMP is committed to safeguarding and promoting the welfare of children, young people and vulnerable ad

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