Receptionist/administration Assistant

3 days ago

Eastbourne, United Kingdom Arlington Road Medical Practice Full time

**Company description**

Arlington Road Medical Practice is a large and busy GP surgery in Eastbourne town centre. We have a dedicated team of doctors, nurses, paramedics and admin staff working together, to deliver a responsive and high quality primary care service to our 11,500 patients. We are currently recruiting for part time and full time roles.

**Job description**

**Arlington Road Medical Practice**

**Job Title**:Receptionist/Administrative Assistant

**Responsible to**:Practice Manager

**Accountable to**:Business Manager

**Job purpose**:
Offer general assistance to the practice team, projecting a positive, professional and friendly image to patients and other visitors, either in person, via the telephone or electronically.

Undertake a variety of administrative duties to assist in the smooth-running of the practice, including the provision of secretarial and admin support to clinical staff and other members of the practice team.

Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.

Receive, assist and direct patients in accessing the appropriate service of healthcare professional in a courteous, efficient and effective way

**Outline of main duties and responsibilities**

1. Reception
- Book in patients for all clinics and appointments
- Making appointments on the telephone and at the desk using computerised appointments system
- Contacting patients to make appointments for clinics as appropriate
- Booking in new patients, temporary residents etc and completing appropriate forms
- Taking messages on the telephone and at the desk and processing appropriately, passing on where necessary
- Filing prescriptions for collection at front desk
- Handing out claim forms
- Advise on charges for private services (eg completion of medical forms, to whom it may concern letters etc), accepting and receipting payment for same.

2. Telephones
- Making appointments over the telephone
- Taking and dealing with incoming calls, including giving our results to patients, answering general queries and transferring calls on where appropriate

3. Prescriptions (where appropriate)
- Preparing prescriptions as requested by patients either paper or electronic
- Liaising with doctors over prescription queries
- Liaising with pharmacies

4. Urgent Care Hub
- Logging urgent and non-urgent visits onto the computer
- Assisting urgent care clinical team with admin tasks such as booking urgent appointments, ordering tests and making referrals
- Monitoring incoming online consultation requests and forwarding appropriately

5. Patient notes and correspondence
- Retrieve and re-file records as required
- Check and file records received for new patients as required
- Sort, tidy and file new patient records when received
- Summarise paper records on to electronic patient record using appropriate clinical codes

6. Scanning/photocopying
- Carrying out photocopying as required
- Scan and clinical code patient letters, results etc into computerised patient record

7. Secretarial (where appropriate)
- Deal with queries and requests from GP into the admin task group
- Type referrals and other correspondence
- Use electronic referral as available

8. Hospital Box
- Take in hospital post, date stamp, sort for scanning or other action
- Take in samples from staff or patients and log
- Complete forms where necessary
- Ensure all samples are correctly labelled
- Check fridges prior to collection
- Have samples and hospital post ready for collection

9. Outgoing mail
- Frank and log outgoing mail

10. Shredding
- Disposal of any confidential paperwork in line with the GDPR in the bins provided

11. Locking up (for late staff only)
- Checking all windows locked
- Checking doors locked
- Ensuring all computers and lights are switched off
- Set burglar alarm if building empty

12. Carry out any other duties that are considered appropriate to the post.

This job description may be reviewed from time to time in discussion with the post holder.

**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 th

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