Administrator/receptionist

**Duties and responsibilities**: The duties and responsibilities to be undertaken by members of the practice administration team may include any of the following which may be varied from time to time under the direction of the Practice Manager. Reception Receiving patients, consulting with members of practice team Ensure an effective and efficient and polite reception service is provided to patients and any other visitors to the practice Processing personal and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional Deal with all general enquiries, explain procedures and make new and follow-up appointments Asserting judgement to ensure that urgent appointments are given in accordance to the practice policy Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed Enter requests for home visits onto the duty doctor appointment screen, ensuring to carefully record all relevant details and referring to duty doctor where necessary Arranging transport for patients Be aware of what is going on in the patient waiting area and be alert to problems Processing and distributing incoming and outgoing post Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager Ensure that all visitors to the practice are signed in and out of the visitors book Taking messages and passing on information Processing repeat prescriptions in accordance with practice guidelines Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter Be able to cover all reception positions as necessary To ensure that all clinical staff are ready for their patient surgeries: the room has its PC switched on, systems and printers are up and running Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager Telephone Have working knowledge of telephone, during and after hours Answer calls in a polite and professional manner Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery Appointments Process appointment requests for today/future appointments from patients by telephone and in person Deal with visits/requests Repeat Prescriptions To collect repeat prescription requests from the post box and reception To retrieve requests for prescriptions made via EPS To liaise with patients and chemists regarding queries and requests To ensure repeat medication is issued in line with the protocols that are already in place and ensure that any queries raised are dealt with quickly and correctly To ensure that patient queries on medication are highlighted to the relevant GP To regularly go through prescriptions not picked up and unlikely to be picked up as a result of the timescale, to remove the details from the patient records and then destroy the prescription Scanning duties Sort and date stamp all incoming patient-related mail Scan patient-related documents onto their medical record using read codes as agreed by the clinical team Add any additional information about the source of the document Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery policy Coding Identify relevant clinical information contained in patient correspondence Code or free text the clinical information on to the patient record as per practice protocol Deal with queries relating to coding Administration To have a thorough knowledge of all practice procedures To work in accordance of written policies Photocopy and scan as requested Carryout tasks relating to patient records, including filing, document management, and ensuring patients can access reports, prescriptions and that they are easily accessible. Computer Registrations of new patients computer data entry and medical records Process patients changes of address computer data and medical records (have knowledge of practice area) Process repeat prescription requests in accordance with practice guidelines Other Tasks Work through and tick off all opening/closing instructions, using the checklist provided.

Clear rooms after surgeries Make and serve refreshments, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff Ensure building security h