Medical Receptionist/administrator

RECEPTIONIST/ADMISISTRATOR
**JOB TITLE: RECEPTIONIST/ADMINISTRATOR**

**REPORTS TO: PRACTICE MANAGER**

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 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 Office Manager/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
- Ensure building security - have thorough knowledge of doors/windows/alarm
- Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
- Process patients change of address - computer data and medical records (have knowledge of practice area.
- Process appointment requests for today future appointments from patients by telephone and in person.
- 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
- Registrations of new patients
- Taking messages and passing on information
- Filing and retrieving paperwork
- Processing repeat prescriptions in accordance with practice guidelines
- Deal with visits requests
- Process patients change of address - computer data and medical records (have knowledge of practice area.
- 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
- Ordering, re-ordering and monitoring of stationery and other supplies
- Provision of refreshments for staff and visitors as required; keeping the kitchen area clean and tidy
- Keeping the reception area, tidy and free from obstructions and clutter

To process, all repeat medication requests sent in by patients using the various protocols in place
- To print off repeat medication requests from electronic requests at least twice daily.
- To collect repeat prescription requests from the post box and reception.
- To liaise with patients and chemists regarding queries and requests.
- To ensure repeat medication is issued in line with the protocols that are already in place, and where queries are raised that they are dealt with in the best way.
- To ensure that patient queries on medication are highlighted to the relevant GP
- To on a regular basis go through prescriptions not picked up and unlikely to be picked up as a result of the timescale, to remove the details from the patient records and then destroy the prescription
- Process patients change of address - computer data and medical records (have knowledge of practice area.
- Enter patient information on to the computer as required
- Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
- Ensure incoming letters are scanned onto the patient record within a 48/72 hour timescale
- Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.
- Scan patient related documents onto their medical record using read codes as agreed by the clinical team
- Add any additional information about the source of the document
- Access and process communications via NHS net
- Use of electronic communications

**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 rel