Medical Receptionist/administrator 16 Hours Per

2 weeks ago

Nuneaton, United Kingdom MANOR COURT SURGERY Full time

**Special requirements of the post**

Ability to use own judgement, resourcefulness and be able to work under pressure without direct supervision.

To have excellent communication skills and patience.

To be reliable and flexible.

To observe strict confidentiality on all matters relating to the practice and its patients.

**Main duties and responsibilities**

Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.

Receive and route patients and visitors on arrival, always ensuring a friendly welcome.

Answer the telephone quickly and efficiently in a polite manner.

Follow Practice procedures and protocols accordingly.

Deal with all general enquiries, explain procedures and make new and follow-up appointments.

Using your own judgement and communication skills, ensure that patients who need urgent consultation are seen in a logical and non-disruptive manner.

Receive and make calls as required for Doctors, Nurses, other members of the Primary Health Care Team and the Practice Manager. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery. When required, make faxed calls.

Record requests for home visits onto the computer, ensuring careful recording of all relevant details and where necessary refer to Doctor-on-call.

Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours as per protocols.

Prepare letters to patients regarding urgent/routine appointments and prescriptions with regards to letters, summaries, results etc received from the Hospital and follow-up appropriately.

Open and distribute mail when required, ensuring that they are all date stamped

Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are followed.

Book ambulance transport as appropriate.

Ensure availability of stationery and /or other documents in both reception area and consulting rooms.

Retrieve information from the computer as and when required.

Enter patient information onto the computer as required. To include appropriate read-coding of all clinical information and correspondence. Ensure minimum QOF data is recorded and use templates where necessary.

Patient notes and correspondence:

- Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to.
- Ensure correspondence, reports, results etc are scanned promptly in the correct records in order that all correspondence is available when patients are seen.
- Ensure records are kept in good repair with all necessary information on the outside cover clearly visible.

Systematically record all patient activity within their computer records, e.g. DNA, cancelled appointment, telephone encounter etc.

To initiate the surgery complaints procedure on receipt of a verbal or written complaint and inform the Practice Manager.

Ensure all forms requested are dealt with efficiently and the correct procedures followed.

Advise patients of relevant charges for private (non-GMS) services, accept payment and issue receipts for same.

Transfer the telephone for out-of-hours use and restore telephone service to daytime use.

Cover staff absence for sickness and holidays as set out in the contract of employment.

Premises:

- a. Open up premises at the start of the day when first to arrive, de-activate alarm and make necessary preparations to receive patients.

b. When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated following the closing routine protocol.

c. Report any faults to the Practice Manager.

In turn with other staff; make and serve refreshments, ensure the kitchen and waiting room is kept clean and tidy, ensure magazines, posters and all other health promotion material are current and appropriate.

Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Manager or Reception Manager.

Utilise any new and existing IT systems. Accurx, Rapid Health.

Be prepared to respond to patients when they raise a query with a Doctor.

Take on any new training the Doctors may request, that may offer an improved service to our patients.

Sign Post Patients to different appointment in the Additional Roles via the Primary Care Network e.g. Clinical Pharmacist, Social Prescriber etc.

Help and support their colleagues throughout the Surgery when needed.

**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 oth

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