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Full Medical Administrator/receptionist

4 months ago

Dunblane, United Kingdom Dunblane Medical Practice Full time

We are seeking a full-time Medical Administrator/Receptionist to join our busy Practice.

Tuesday - Friday 8 am - 6 pm

Applicants must be computer literate & have previous reception/clerical experience. They must also be flexible, with an ability to work under pressure in a fast-paced environment. Previous healthcare experience is desirable, although not essential, as full training will be provided.

To apply, please submit a CV with supporting statement.

Previous applicants need not apply.

**JOB DESCRIPTION**

**JOB TITLE**:Medical Administrator/Receptionist

**MAIN PURPOSE OF POST**:To provide a point of contact for patients and act as a focal point of communication between patients, doctors and other medical staff.

**RESPONSIBLE TO**:Office Team Leader/Assistant Practice Manager

**HOURS: Tuesday - Friday 8 am - 6 pm**

**RECEPTION DUTIES**:

- Deal with patients' enquiries in person and by telephone.
- Receive repeat prescription requests and store requests appropriately to be passed to computer. Process repeat prescriptions and pass to GPs for signature. Ensure prescriptions are directed to relevant Pharmacies.
- Register new patients, ensuring appropriate forms are completed and signed.
- Advise patients of relevant charges for private services, accept payments and issue receipts for same.
- Enter requests for home visits onto computer. Print patient summary sheet for on-call doctor.
- Record all messages for doctors, nursing staff, etc, in their absence and bring to their attention.
- Action requests for ambulance transportation.
- Ensure Out of Hours contacts are forwarded to on call doctor.
- Ensure reception and waiting areas are kept tidy.

**MANAGEMENT OF APPOINTMENTS SYSTEM**:

- Ensure total familiarity with all appointments systems in effect, including regular and incidental variations.
- Make appointments using computerised appointments system.

**ADMINISTRATIVE DUTIES**
- Date stamp all incoming paper correspondence.
- Ensure all correspondence and results are scanned or imported into the medical record and workflowed to appropriate personnel
- Inform patients of results either in writing, by telephone or text.
- Assist with recall systems by contacting patients via telephone, text or letter.
- Ensure all new registrations are added to computer.
- Add new patient questionnaires and results from hospital letters to computer.
- Add changes of address and contact details to computer.
- Process records for return to Practitioner Services when patient leaves the Practice.
- Process and action econsults received into the Practice.
- Ensure up-to-date information of deaths, births, admissions, discharges are recorded.

**PREPARATION OF CONSULTATION ROOMS**:

- Check each consulting room at the end of the day to ensure computer equipment is turned off and the rooms are left secure (when on late night).

**OPERATION OF TELEPHONE SYSTEM**:

- Receive and make calls in a polite and efficient manner. Divert calls and take messages as appropriate.
- Ensure that telephone system is operational at beginning of day and switched over to night service at the end of each day.

**START AND END OF DAY PROCEDURES**:

- Open up premises at start of day, unset alarm and make all necessary preparation to receive patients (if first in).
- Secure premises at end of day, lock up stationery cupboards in computer room, ensure internal lights are off and alarm activated (if on late night)

**TRAINING/MEETINGS**
- Undertake mandatory training appropriate to the role.
- Maintain a Personal Learning Plan and undertake appropriate training and development.
- Attend staff meetings as required.

**ANY OTHER DELEGATED DUTIES CONSIDERED APPROPRIATE TO THE POST.**

**PLEASE NOTE: THE ABOVE LIST OF DUTIES IS CARRIED OUT ON A ROTA BASIS AMONGST THE**
**ADMINISTRATIVE TEAM**

**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

**Health & Safety**:
The post-holder will assist in promoting and maintaining their own and others’ health and safety and infection control as defined in the practice Health & Safety Policy, the practic