Administrator

2 weeks ago

London, United Kingdom Morden Hall Medical Centre Full time

December 2016

**MORDEN HALL MEDICAL CENTRE**

**JOB DESCRIPTION**

**Job title: RECEPTIONIST/ADMINISTRATOR**

**Reports to: OFFICE MANAGER**

**Accountable to: PRACTICE MANAGER**

**Hours: INDIVIDUAL**

**Job summary**:
Overall purpose of the role:

- Provide general assistance to and work as part of the entire practice team
- Project a positive and welcoming image to patients and other visitors, either in person or on the telephone
- Receive, assist and direct patients to the appropriate service or healthcare professional in a courteous and practical way
- Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of clerical and secretarial support members of the practice team
- Support effective communication between patients, members of the wider primary health care team, secondary care, community health teams and all other associated health and social care agencies involved in patient care
- Contribute to the amount of reception and admin cover so that it is sufficient that all daily, weekly and regular tasks are and remain up-to-date and patients’ needs are met
- Participate actively in the development and continuous improvement of the practice and the quality of the services to patients and all members of the local health community

**Duties and responsibilities**:
The duties and responsibilities to be undertaken by members of the practice reception and administration team may include any or all of the items in the following list. Duties may be varied from time to time under appropriate line management, dependent on current and evolving practice workload, staffing levels and necessary internal and external changes:

- Maintaining a thorough and up-to-date knowledge of all practice procedures at all times
- Opening up/closing and locking-up of practice premises and maintaining security in accordance with practice protocols and equipment
- Maintaining and monitoring the practice appointments system, providing feedback on issues arising from appointments and implementing agreed changes/improvements
- Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are suitably advised and/or directed to the most appropriate healthcare professional to meet their need as assessed through accurate two way communication
- Processing and distribution of incoming and outgoing mail including trips to the Post Office
- Taking messages and passing on information in an accurate and timely manner with regard to urgency, confidentiality and providing answers/replies wherever appropriate for internal and external two way communication
- Organising, filing and retrieving hard copy medical records and other hard and electronic information as required

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- Processing repeat prescriptions safely and in accordance with practice protocols
- Scanning of patient and non-patient related information
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
- Patient call and recall for the management of long term conditions and for the prevention of disease
- Managing, maintaining and keeping up-to-date patient registers for childhood immunisations, cervical cytology and any other current public health programmes and ensuring the higher targets are met by the practice
- Working as part of the reception/admin team to deliver enhanced services and all other health quality programmes as required year on year
- Initiating contact with and responding to requests from members of the practice team, patients, the wider primary healthcare team and associated health and social care agencies and providers
- Adhering to the information governance requirements of the NHS at all times
- Ordering, re-ordering and monitoring of stationery and all other necessary office, household and clinical supplies
- Clearing and re-stocking of consulting and treatment rooms as required
- Maintaining a clean, tidy and professional working environment
- Keeping all areas of the practice tidy and clear of any unnecessary or out-of-date items in particular in the reception area, the porch and entrances to the practice, together with noticeboards and leaflet dispensers as well as watering plants etc
- Dealing with household, office and clinical waste in accordance with practice protocols
- Making refreshments for members of the practice team and visitors, loading, emptying and maintaining the dishwasher and keeping the kitchen and coffee-making areas clean and tidy
- Any other tasks, duties and responsibilities not covered in this job description that are practically and reasonably expected as part of the role in the practice environment at the time

**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

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