Patient Services Team Administrator

**SPECIAL REQUIREMENT TO THE POST**

THIS POSITION IS FULL-TIME/PART-TIME FOR 15 - 37 HOURS PER WEEK, MONDAY-FRIDAY **Hours of work are between 7.45am and 6.15pm.**

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 it’s patients.

**MAIN DUTIES AND RESPONSIBLITIES**

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

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

3. Using your own judgement and communication skills to ensure that the patients with no prior appointment, but who need urgent consultation, are seen in a logical and non-disruptive manner.

4. Explain Practice arrangement and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.

5. Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of details and prompt appropriate delivery.

6. Enter requests for home visits on to computer, ensuring careful coding of all relevant details and where necessary refer to Duty Doctor.

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

8. Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork.

9. Advise patients of relevant charges for private (Non General Medical Services) services, accept payment and issue receipts for same.

10. Enter patient information on to the computer as required.

11. Patient notes and correspondence:
(a) Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to.

(b) Ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.

(c) Ensure records are kept in good repair with all necessary information on the outside cover clearly visible.

12. Ensure that all new patients are registered onto the computer system promptly and accurately.

13. Premises:
(a) Open up premises at the start of the day when first to arrive, de-activate alarm and make all 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 alarm activated.

14. Make and serve refreshments, ensure the kitchen is kept clean and tidy and the air. Tidy the waiting room in turn with other staff.

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

7. Registrations:
a) Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed in a timely manner.

(b) Ensure all paperwork is completed and entered on the clinical system, ensuring appropriate read codes are entered.

(c) Advise patients of relevant charges for private (Non General Medical Services) accept payment and issue receipts for same.

(d) Process registration deductions and amendments.

18. Reception:
(a) Receive patients consulting with members of the practice team and record their attendance on the appointment schedule.

(b) Cover all reception positions required to ensure service continuity and minimise waiting times.

(c) Flexibility is required to cover holidays and sickness within the reception team.

19. Appointments:
a) Make every reasonable effort to ensure all patient appointments are directed to the most appropriate health care professional in a timely manner.

(b) Process appointments requests received via the telephone and in person.

(c) Appropriately open visit requests.

(d) Call patients to arrange clinic attendance as directed by members of the practice clinical team or as dictated via the appropriate recall system(s)

Work remotely
- No

**Job Types**: Full-time, Part-time, Permanent
Part-time hours: 15-37 per week

**Salary**: £9.00-£11.00 per hour

Schedule:

- Day shift
- Monday to Friday

Work Location: One location