Healthcare Administrative Assistant

2 months ago

Blackpool, Blackpool, United Kingdom Glenroyd Medical Practice Full time

Position Overview

The Healthcare Administrative Assistant plays a crucial role in facilitating patient access to services and healthcare professionals in a friendly and efficient manner.

This position involves providing essential support to the healthcare team while maintaining a welcoming atmosphere for patients and visitors, whether in person or over the phone.

Key Responsibilities:

Administrative Duties:

  • Possess comprehensive knowledge of all operational procedures.
  • Adhere to established protocols and guidelines.
  • Manage patient records by retrieving and filing documents as needed.
  • Handle requests for patient records from relevant authorities.
  • Ensure the reception area is well-stocked with necessary supplies.
  • Utilize email systems for communication and information exchange.
  • Display informational materials in designated areas.
  • Attach relevant documentation to patient records using appropriate systems.
  • Process workflow tasks efficiently and accurately.
  • Respond to tasks sent through the management system promptly.

Reception Responsibilities:

  • Deliver a high-quality reception service to patients and visitors.
  • Address general inquiries and clarify procedures.
  • Guide new patients through practice arrangements and ensure all necessary forms are completed.
  • Distribute completed prescriptions to patients, verifying their details.
  • Inform patients about applicable charges for private services and manage payments.
  • Process requests for medical certificates.
  • Monitor patient flow in the waiting area to ensure an organized appointment system.
  • Manage practice-related tasks and schedule appointments accordingly.

Appointment Management:

  • Maintain familiarity with all appointment scheduling systems.
  • Book appointments and recalls, ensuring accurate record-keeping.
  • Evaluate the effectiveness of the scheduling system and report any issues.
  • Handle requests for home visits and provide necessary summaries to clinicians.
  • Address late appointment requests as needed.

Computer Operations:

  • Register new patients and maintain accurate medical records.
  • Update patient information, including address changes, in compliance with practice guidelines.
  • Process repeat prescription requests following established protocols.

Telephone Communication:

  • Ensure timely access to the telephone system.
  • Manage incoming and outgoing calls, taking accurate messages as required.
  • Provide coverage for colleagues during busy periods.

Additional Responsibilities:

  • Prepare consultation rooms before and after appointments.
  • Maintain adequate supplies in all consulting areas.
  • Keep noticeboards organized and tidy.
  • Ensure security protocols are followed regarding access to the building.
  • Collaborate with colleagues to maintain a clean waiting area.
  • Ensure the children's play area is sanitized regularly.
  • Prepare and serve refreshments while keeping the kitchen area clean.
  • Perform any other duties as assigned by management.

Confidentiality:

  • Respect patient confidentiality and handle sensitive information with care.
  • Access to confidential information is limited to authorized personnel only.

Safeguarding Commitment:

Our organization is dedicated to safeguarding the welfare of children, young people, and vulnerable adults. All staff members are expected to uphold this commitment.

Health & Safety Responsibilities:

  • Promote health, safety, and security in accordance with practice policies.
  • Identify and manage risks associated with work activities.
  • Maintain cleanliness and safety in work areas.
  • Report any health and safety hazards immediately.

Equality and Diversity:

Support the rights and dignity of all patients, colleagues, and visitors, ensuring a welcoming and respectful environment.

Professional Development:

Engage in training and development opportunities to enhance personal and professional skills.

Quality Assurance:

Strive to maintain high-quality standards within the practice and contribute to team effectiveness.

Effective Communication:

Recognize the importance of clear communication with team members and patients, adapting methods as necessary.

Service Implementation:

Adhere to practice policies and participate in audits as required.

Experience Requirements:

Essential:

  • Prior experience in a healthcare setting, particularly within a GP practice.
  • Experience in customer service and public interaction.

Qualifications:

Essential:

  • Minimum of 5 GCSEs at grade C/4 or above, including Mathematics and English.
  • Proficient in IT, including basic knowledge of Word and Excel.

Knowledge and Skills:

Essential:

  • Strong telephone communication skills.
  • Excellent written and verbal communication abilities.

Desirable:

  • Familiarity with medical terminology and healthcare software.
  • Proficient typing skills.

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