Receptionist/administration Assistant

**MAIN DUTIES AND RESPONSIBILITIES**

1. Greet patients and visitors to the practice.

2. Book in, amend and cancel patient appointment inline with practice appointments procedures ensuing optimum efficiency of the appointment system.

3. Ensure that patients are effectively signposted into appropriate slots as per protocol and clinician specification

4. Answering incoming telephone calls, ensuring calls are documented and redirected accordingly.

5. Signpost all requests appropriately and accurately in a time-managed manner

6. Receive and accurately record requests for home visits, assessing urgency in accordance with the Practices protocols.

7. Respond and/or redirect all patient and visitor requests accordingly.

8. Explain practice arrangements and formal requirements to new patients and temporary residents, ensure procedures are completed.

9. Registration of new patients onto the computer system.

10. Advise patients of relevant charges for private services, accept payment and issue receipts for same.

11. Ensure correspondence, reports, results etc. are filed electronically in correct patient record.

12. Ensure reception and waiting areas are kept neat and tidy

13. Re-stocking of information leaflets/stationary ordering as appropriate

14. Undertake administration tasks as allocated on rota organised by Senior Receptionist.

16. Regularly check messages/notifications on SystmOne to check everything has been actioned

17. Action start and end of day procedures as directed by Senior Receptionist.

18. As well as the reception team there is a need to work closely with GPs, nursing and office staff to ensure the smooth running of the practice, reporting any problems

19. Ensure up-to-date maintenance of both computerised and manual filing systems (i.e. patient notes).

21. Amalgamation of new patient records.

22. Check all consulting rooms daily for scripts and any shredding waste.

23. 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.

24. Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures

**Information Management**

Ensure that you remain up-to-date in the use of the various computer systems used by the Practice

**Communication**

Communicate effectively with other team members and patients.

**Contribute to the Implementation of Service**

Liaise with management about Practice polices, standards and guidance

Discuss with other team members how the policies, standards and guidelines will affect their own work in regular meetings.

**General**

The Post Holder will be part of the Practice Team as a whole and flexibility of working pattern will be expected.

Confidentiality of both patients and practice information must be protected and maintained in accordance with practice Policy.

Any other duties appropriate to the Grade, as required by the Practice Manager or named Doctor.

The post holder must be aware of the responsibility placed on him/her under the Health and Safety at work act (1974) and ensure agreed safety procedures are carried out in order to maintain a safe environment for employees, patients and visitors.

As a Practice the following is standardised across all job descriptions as the role minimum expectations;
**Quality**

The post-holder will strive to maintain quality within the Practice, and will support the practice to:
Maintain safe clinical services

Ensure that the Patient experience is paramount

Observes good practice with regard to Infection Control

Maintain training in line with good practice with Children and Adult Safeguarding

Observe Information Governance and maintain certification

Ensure engagement and compliance with policies and procedures in line with Care Quality Commission Registration

**Productivity**

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance

Effectively manage own time, workload and resources

Assess own performance and take accountability for own actions, either directly or under supervision and mentorship

**Confidentiality**

In the course of seeing treatment, patients entrust us with, or allow us to gather, sensitive information relating 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, the post holder may have access to confidential information relating to patients and carers practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation.

**Equality and Diversity**

Act in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures, pol