Reception/general Administrator

Manor Street, Glossop, Derbyshire, SK13 8PS
Tel: 01457 860860

Dr G Wilkinson & Partners

**Job Title: Reception/General Administrator**

**Responsible to: Assistant Practice Manager**

**Accountable to: Partnership**

**Main Purpose of the Post**

To provide administrative and secretarial support to the practice, Doctors and health professionals and DATS.

To maintain the day-to-day smooth operating of reception processes, scanning & coding processes, referral and secretarial processes, DATS processes, administrative processes and associated administrative processes and telephone systems.

To ensure patients and clients are offered a high quality and efficient secretarial and administrative service which is confidential, professional, knowledgeable and polite at all times.

To provide a first line contact to patients and clients in person and via telecoms and IT.

**Reception**
- To handle all queries from patients and clients at the reception desks
- To manage other general and internal queries
- To ensure that any messages taken are clear and accurate
- To answer the phone politely, confidentially and quickly to deal with patient requests as efficiently as possible
- To assist with phone duties and filing at reception on a daily/rota basis or when requested
- Arrange appointments, immediate and necessary treatment and home visits
- Manage prescription requests and administer prescription processes
- Use clinical system software including EMIS Web and Docman to enter clinical computer data with accuracy

1
- Take petty cash and administer receipt of private fees according to policy
- To maintain the good order of the reception area and other work areas and waiting rooms
- Following appropriate training to engage in other reception and administrative duties such as scanning of hospital letters, note summarising, registration links etc.
- To ensure daily tasks are completed in a timely efficient and accurate manner

**Scanning & Coding**
- To be responsible for all scanning procedures
- To scan all correspondence onto the clinical system within 3 days and to ensure daily tasks are completed in a timely efficient and accurate manner
- To accurately code data on scanned documents as necessary and as per practice protocols
- To manage general and internal queries
- To ensure that any messages taken are clear and accurate
- Enter clinical computer data with accuracy
- To maintain the good order of the scanning area and other work areas

**Note Summarising**
- To be responsible for all note summarising procedures
- To summarise all correspondence onto the clinical system and to ensure daily tasks are completed in a timely efficient and accurate manner
- To accurately code data on medical records as necessary and as per practice protocols
- To manage general and internal queries
- To ensure that any messages taken are clear and accurate
- Enter clinical computer data with accuracy
- To maintain the good order of the note summarising area and other work areas

**Referrals**
- To provide an efficient audio, copy typing and word processing service for Doctors and health professionals and for the management team as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums in an accurate and quality manner
- To provide an efficient audio, copy typing and word processing service for Diagnostic and Treatment Services. This includes the typing of letters, reports, patient referrals, minutes, memorandums in an accurate and quality manner
- To manage all aspects of electronic referrals

1
- To code referral data for statistical analysis
- To enter clinical computer data with accuracy
- To update hospital referral criteria as necessary
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure
- To ensure daily tasks are completed in a timely efficient and accurate manner and ensure that all referrals are completed within 5 days of receipt from the referrer
- To manage the system of recording all hospital referrals done by the practice
- To liaise with patients, hospitals and other outside agencies in a confidential manner
- To liaise with all other personnel of the practice in a cooperative manner
- To ensure that any messages taken from outside agencies or practice staff are clear and accurate
- To maintain the good order of the referrals office area and other work areas
- To monitor postage and maintain the franking machine
- To receive and dispatch mail
- To liaise and arrange meetings (to include booking of rooms) as required and to attend meetings and take minutes of meetings if requested

**DATS**
- To assist the Administration Officer and DATS team with all clerical, secretarial and administrative duties
- To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure
- To make appointments, bookings and admissions as required for extend