Medical Receptionist

We have a great team, and great opportunities to progress within the organization

**JOB TITLE: ADMINISTRATOR**

**REPORTS TO: PRACTICE MANAGERs/ AND RECEPTION MANAGER**

**JOB SUMMARY ADMINISTRATOR**:

- To oversee the smooth running of the administration system within the practice as detailed in the Job responsibilities of this description.
- To work closely with the Practice Manager, Deputy practice Manager and Administration Supervisor to ensure the smooth running of all administration within the Practice.
- To offer and provide general assistance to the practice team and project a positive and friendly image to patients, visitors and team members either in person or via the telephone
- Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of clerical support to clinical staff and other members of the practice team
- To ensure administrative and clerical duties within the practice are carried out within the practices guidelines and policies

**JOB RESPONSIBILITIES**:

- Ensure that correspondence, reports, results are filed promptly in the correct records, ensuring that all correspondence is available when patients are seen
- Use the CAS Portal when required to ensure notes are requested in time for the one weekly delivery [Practice Notes/Insurance Reports/Deductions] and to ensure notes are also returned in time for the one weekly delivery [New Patients/Filing]
- Ensure that all third party correspondence received into the practice is scanned into the patient’s electronic medical record following the protocol on a daily basis and the work load is to **be maintained daily**.
- Ensure all mail and results received electronically are transferred daily into the patients’ medical record and sent to the Read Code Team.
- Process new patient registrations ensuring they are processed in a timely manner
- Process Data Template information ensuring data is entered into new patients’ record promptly
- Send T/R Forms back to patients’ registered Practice in a timely manner
- Monitor Administration workflow when required [tasks, registration, change of address]
- Monitor weekly manual delivery/returns of patient records from CAS
- Monitor weekly manual delivery/return of patient records from PCSE
- Ensure communication and correspondence between Reception and Administration via the lift are dealt with promptly and at regular intervals
- Receive and make telephone calls as required. Divert calls, take messages, ensuring accuracy of detail and prompt delivery
- Ensure change of addresses/consents are amended promptly and accurately
- Monitor removal of patients from the practice list
- Liaise with Health Visitors regarding children leaving and joining the Practice aged 5 years and over
- Ensure the post out of the Practice is dealt with on a daily basis
- Open and distribute internal post during annual leave of Administration Supervisor
- Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Manager, Administration Supervisor or Reception Manager
- This post will require some light lifting and caring duties.

**CONFIDENTIALLITY**:

- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health matters. They do so in confidence and have the right to expect 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 other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

**HEALTH AND SAFETY**:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health and Safety Policy, to include:

- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified.

**EQUALITY AND DIVERSITY**:
The post-holder will support the equality, diversity and rights of the patients, carers and colleagues to include:

- Acting in a way that recognises the importance of people’s rights, interpreting them in a way t