Practice Receptionist with Administrative Duties

**JOB TITLE: PRACTICE RECEPTIONIST WITH ADMIN DUTIES**

**REPORTS TO: OPERATIONS MANAGER**

**HOURS: PART TIME 25 HOURS PER WEEK**

**Job Summary**:
To support the Operations Manager and Practice Manager to ensure the smooth running of the practice. To work at Reception providing excellent customer care and to help develop efficient systems of operations management to include IT, Human Resources, Financial and day to day administrative tasks. To be able to cover other receptionists’ leave at short notice, as and when required.

The post holder will be a member of the surgery team with the delegated responsibility to carry out administrative tasks, Reception duties and cover. They will ensure the effective processing of all tasks and appropriately liaison with the reception and administration team.

**Responsibilities**:
**Reception Duties**
- Responding to patients’ queries in a timely, polite, efficient and professional manner at all times.
- Answering the telephone, booking appointments for the practice or the Hub, and conveying messages.
- Accepting and processing requests for repeat prescriptions.
- Opening and work flowing patients’ correspondence as appropriate.
- Processing Data Access requests as per Data Protection regulations.
- Ensuring telephone messages are recorded accurately and brought to the attention of the relevant GP
- Arranging transport for patients
- Filing results and any other relevant documents in patients' notes and re-filing notes after use
- Maintenance of patients' notes including starting a new wallet when required and dividing the contents in a logical manner
- Helping with the sorting of filing in new medical records in order that they are in the form used in the Surgery
- Actively participating on patients recalls
- Documentation of home visits
- Ensuring the building’s security is maintained

**Administration**
- To have a thorough knowledge of the Practice Policies and Procedures
- To work in accordance with the Practice’s protocols
- To receive deliveries into the practice and process relevant accompanying paperwork
- To send out recall and invitation letters and texts when necessary
- To send DNA letters to patients when required
- To monitor electronic patients’ correspondence and ensure tasks are sent to the Doctors accordingly.
- To observe and adhere to governance security requirements
- To report all accidents/untoward incidents promptly to the line manager.
- To liaise with the Practice Manager to identify problems relating to patients' dissatisfaction
- To undertake continuing education to keep abreast of current health trends/initiatives (Continuing Professional Development)
- To ensure own knowledge of building facilities, security or fire systems, health and safety policy and other practice procedures is kept up to date by attending staff meetings and reading circulated material designed for this purpose
- To be responsible for processing prescription requests.
- Patient affairs i.e. PCSE workflow, records management, summarisation, address checks etc.
- To keeping a record of all medical reports requests
- Recorded Delivery Post
- To carry out registrations as per the Practice protocol
- To maintain adequate stocks of stationery and clinical supplies in liaison with the Operations Manager and Practice Manager.
- To carry out scanning
- To participate and contribute to the achievement of QOF indicators
- To participate and contribute to the implementation of any Core and Enhanced Service or Health Campaign as determined by the Practice
- To process and monitor eRS referrals in accordance with practice procedures.
- To raise simple test requests as per doctors’ instructions.
- To act promptly on tasks sent by GPs or other relevant staff.
- To check the Practice’s website Dashboard and answer queries.
- To liaise with hospitals to chase appointments, results etc when required
- To undertake any reasonably task as allocated by the Operations Manager or Practice Manager

**Information Technology**
- To support the Operations Manager or Practice Manager on IT matters
- To be fully competent in all IT software in use such as EMIS Web, Docman, AccurX etc
- To assist monitoring the achievement of higher target Cytology and Childhood Immunisations, QoF and Enhanced Services.

**Finance**
- To charge patients the appropriate amount for private work, providing a receipt to the patient and recording the charge in the Petty Cash log sheet

**Practice Development**
- To participate in monitoring performance and data collection as necessary.
- To participate and contribute in all QoF/DES/LES/LIS and other practice quality standards as determined by the practice and its contractual framework.
- To attend all practice meetings and team meetings, and take minutes when required.
- To critically analyse actual or potential risks to ensure effective management.
- To report incidents to the Operations Manager or Practice Manager.

**Premises**
- To ensure building s