Administrator / Receptionist

2 months ago

Brentford, United Kingdom Albany Practice Full time

**General duties and Reception Duties**: 1. Ensure an effective, efficient and responsive reception service is provided to patients and all other visitors to the practice, including monitoring flow of patients into consulting and treatment rooms. 2. Deal with general enquiries, both over the telephone and in person, in a courteous manner and explain procedures where necessary.

Take and disseminate messages when required. 3. To deal with difficult patients, in reception and on the phone, in a calm manner and seek management support as and when required. 4.

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. 5. Explain practice arrangements and formal requirements to new patients and those seeking temporary cover. Ensure necessary procedures are completed.

6. Produce repeat prescriptions according to practice procedures and ensure timely distribution of completed prescriptions. 7. Advice patients of relevant charges for private services, accept payment and issue receipts for the same.

8. Ensure reception and waiting areas are kept neat and tidy. 9. Receive and accurately record requests for home visits, assessing urgency in accordance with the Practice protocol.

10. Re-stock practice rooms and re-order as appropriate. 11. Participate in proactive forward planning identifying and implanting improvements within and beyond key result areas.

12. To deal with complaints from the patients and other visitors and deal with them in line with the practice policy and procedures. 13. Assist with the production of general letters and reports, medical insurance reports, letters and referrals for professional staff as and when required.

Management of Appointment Systems and medical records 1. Ensure total familiarity with appointment systems through training and self-assessment on System One. 2. To signpost patients to the most appropriate healthcare professional i.e.

ANT, HCA, Nurse and/or GPS. 3. Book appointments ensuring sufficient information is recorded to retrieve medical and computer record and to identify the purpose of the appointment. 4.

To support other healthcare professionals with patient recall, as and when required. 5. Monitor effectiveness of the system and report any problems. 6.

Retrieve and re-file records as required ensuring that strict alphabetical order is followed. 7. To scan hospital letters and other patient-related documents into patients computer records, as and when required. Start and End of Day Procedures 1.

Open up premises at the start of day and make all necessary preparation to receive patients. 2. Secure premises at end of day; ensure the building is totally secured for the Albany Practice area. Other 1.

Manage the conflicting priorities and prioritise work through discussion with the line manager. 2. The post-holders work assignment is determined by the requirements of the Practice, GP Partners, Admin Manager, and the patients needs and will take instructions on a day-to-day basis, from the line manager. 3.

To participate in all activities to achieve KPI and QOF targets. 4. Each receptionist will be responsible for undertaking specific additional delegated tasks as mutually agreed, or as requested by the line manager or GPS. 5.

To provide holiday and sickness cover for colleagues when required. Equality and Diversity The post holder will support the equality, diversity and rights of patients, carers and colleagues, to include: 1. Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation. 2.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. 3. Behave in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Confidentiality 1.

In the course of seeking treatment, patients furnish the Practice with 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. 2. In the performance of the duties outlined in this Job Description, the Administration Manager will have access to confidential information relating to patients and their Carers, Practice staff and other healthcare workers.

The Administration Manager will 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. 3. 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.

Health, Safety, Environment and Fire (SHEF) The post holder will assi

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