Receptionist/administrator

2 weeks ago

Sudbury, United Kingdom Guildhall Surgery Full time

We are looking for an enthusiastic and self-motivated Surgery Receptionist/Administrator to join our established, friendly general practice team.

Please note we are not located in Sudbury, we are located in Clare, Suffolk, CO10 8NY

The position is for 20-25 hours per week, working shifts between the hours of 8am-7pm

Rate of pay is depending on experience

Previous applicants need not apply.

**JOB TITLE: RECEPTIONIST/ADMINISTRATOR**

**REPORTS TO: PRACTICE SUPPORT MANAGER**

**RESPONSIBLE TO: PRACTICE MANAGER**

**ACCOUNTABLE TO: PARTNERS**

**Job Summary**:
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Provide administrative support and services to all members of the practice team.

**Main duties**
- Greet patients and visitors to the practice, respond and/or redirect accordingly.
- Book in, amend and cancel patient appointment in line with practice appointments procedures ensuing optimum efficiency of the appointment system.
- Ensure that patients without appointments but who need 'urgent consultations’ are booked into appropriate slots and referred to a GP where necessary.
- Receive and accurately record requests for home visits, assessing urgency in accordance with the Practice’s protocols. Print off home visit summary sheets.
- Ensure computerised appointment system is up-to-date.
- Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed.
- Set-up of new patients onto the computer system.
- Advise patients of relevant charges for private services, accept payment and issue receipts for same.
- Produce repeat prescriptions according to practice procedures and ensure timely distribution of completed prescriptions - when required
- Ensure correspondence, reports, results etc. are filed electronically in correct patient record.
- Ensure reception and waiting areas are kept neat and tidy
- Re-stocking of information leaflets/ registration and information packs, as appropriate
- Answering incoming telephone calls, ensuring calls are documented and redirected accordingly.
- Undertake administration tasks as allocated on rota organised by line manager.
- Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).
- Regularly check and action messages on clinical system
- Amalgamation of new patient records.
- Check fridge daily for lab specimens for courier collection
- Send urgent referral forms to hospitals etc. when required
- Ensure all items from Dr fridges are removed each evening
- Action daily tasks from the reception duty check list
- This job description is not exhaustive and may be adjusted periodically after review and consultation.
- You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.
- Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.

**Equipment and Machinery**
- Personal Computer system including internet activity which is utilised as a means of communication both internally and externally
- To manage and record patient appointments, registering new patients data, accessing patient data as necessary and when undertaking audits
- Photocopying machines.
- The post-holder is responsible for, in concert with others, maintaining the accuracy of the Practice’s Clinical System

**Assignment of work**
- The post-holder’s work assignment is determined by the requirements of the Practice, GP Partners, the Practice Manager and the patients.
- The Practice Management Team provides immediate line-management for the post-holder. However, the post-holder is expected to be self-directed and self-motivated using their own initiative and requiring minimum input from the Manager. The Post-holder’s work is formally reviewed by annual appraisal by their line manager.
- The post-holder must be proactive in forward planning, identifying and implementing improvements within and beyond their key result areas, anticipating and communicating future internal and external requirements.

**Decisions and judgements**

The post-holder is required to use her/his own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur, including:

- Establishing and maintaining effective lines of communication with the GPs and Practice Management Team
- Communicating clearly and effectively with staff to aid the smooth running of the Practice.
- Responding to requests or queries for support as they arise in an appropriate and timely manner.
- Prioritising workload and requests for support.
- Making the most effective use of resources available.
- Using judgement and experience in helping to determine th

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