Receptionist

**JOB DESCRIPTION JOB TITLE**: PART TIME RECEPTIONIST/ADMINISTRATOR REPORTS TO: PRACTICE MANAGER HOURS: Negotiable Job Summary: The primary purpose of the post of Part-time Receptionist/Administrator is to provide a reception service to patients visiting or telephoning the Practice, with the emphasis on the use of good customer service and IT skills. The administrator element of the role includes the provision of general secretarial support to the Doctor and Practice Nurse involving word processing and audio typing skills, generating repeat prescriptions and referral letters, combined with general clerical work. Due to the nature of the role there will be a number of ad-hoc duties/responsibilities which will need to be carried out will requested by the Practice Manager/Drs. Job Responsibilities: To provide an efficient audio, copy typing and word processing service for the Doctor and Practice Nurse as required.
This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner. Opening up and locking up the Practice premises, switching telephones from, or to, Out of Hours Service at the start and end of a shift and keeping reception area tidy. To make appointments, bookings and admissions as required.
Monitoring and providing direction to ensure patients go in to doctor and nurse in correct appointment order. To liaise and arrange meetings (to include the booking of rooms) as required. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. To retrieve medical records and assist the completion of medical/insurance records.
To maintain the file of hospital test and treatment request forms. To maintain the file of repeat prescriptions collected by the pharmacist. To generate all repeat and acute prescriptions for patient collection or delivery to pharmacy. File patient records and correspondence in patient medical records.
To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages accurately in accordance with the Practices message taking policy, and dealing with appropriate queries. To maintain the computer clinic system in an accurate and secure manner. To assist with the gathering of statistics and information when required. To provide cover for members of the secretarial team during periods of sickness and annual leave.
In liaison with the Practice Manager, maintain adequate supplies of office stationery in order to perform your secretarial duties. To receive and dispatch mail and maintain a pending system. To complete daily computer Actions regarding patient test results in accordance with the instructions from the Doctor and in line with the practices protocol for dealing with test results. To maintain the diary of events for the Doctor and provide daily reminders of booked activities.
To scan all patient correspondence and file into the EMIS software patient computer records. Ensure all documents are read coded and linked with patient records. To manage and update the QOF (Quality Outcome Framework) register. Ensuring all actions are taken to ensure maximum points are achieved.
Add merge fields to Referral Forms / other documents file for Drs use. Electronic Data Transfer (EDT) Documents Check New Baby List Ensuring all new 0-4 years child details are sent to Health Visitors. Enter Mammogram results onto patient journal for Practice Nurse. Arrange Flu Clinic Appointments in conjunction with Practice Nurse.
Maintain Petty Cash Log / Private Medical Requests and Payments Log (including insurance medicals). Follow up actions in relation to pathology results, send out appointments as necessary, follow up appointments as necessary and send out reminders. 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, to include: Using per