Receptionist/administrative Assistant

**About us**

Biddlestone Health Group is a small business in Newcastle upon Tyne NE6 5SL. We are engaging and challenging, and our goal is to provide the highest quality healthcare to patients in the Heaton and surrounding areas..

Our work environment includes:

- On-the-job training
- Flexible working hours
- Safe work environment
- Lively atmosphere
- Wellness programmes

**JOB TITLE: CARE CO-ORDINATOR**

**REPORTS TO: RECEPTION MANAGER**

**Job summary**:
The purpose of the role is to:
Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team

Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies

**Duties and responsibilities**:
The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the senior receptionist/practice manager, dependent on current and evolving practice workload and staffing levels:
Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
- Maintaining and monitoring the practice appointments system
- Processing personal and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional
- Processing and distributing incoming (and outgoing) mail
- Taking messages and passing on information
- Filing and retrieving paperwork
- Processing repeat prescriptions in accordance with practice guidelines
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
- Working to infection control protocols
- Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
- Preparing notes for new patients who have joined the list (transferring from old Lloyd George format to A4 format).
- Making sure all confidential waste is kept in secure container for collection by shredding company.
- Keeping adequate stock in reception of all NHS and other office stationery and supplies.
- Keeping adequate stock in reception of specimen containers.
- Ensure patient details are correct on both form and container.
- Ensure specimens are handed to courier twice daily.
- Booking interpreters for relevant patients and accessing Language Line as necessary.
- Act as a resource for patients seeking information on local and or health issues. Be aware of appropriate sources of such information.
- Assist patients to access in house complaints procedure if necessary.

This list of duties is not exhaustive, receptionists are likely to be asked to help out in many ways, and are expected to support doctors and other members of the team by responding efficiently to any reasonable request for assistance.

Receptionists must deal with requests and enquiries from patients in an efficient but respectful manner observing absolute confidentiality.

**Confidentiality**:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation 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 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 & safety**:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, an