Medical Receptionist/administrator

**POST**: Receptionist / Administrator RESPONSIBLE TO: The Branch Supervisor JOB SUMMARY You will provide general assistance to the practice team, projecting a positive and friendly image to patients, staff and visitors to the practice, either in person or via the telephone. You will assist in the smooth running of the reception area providing a high-quality level of service to patients, practice staff and other visiting staff within a safe, efficient working environment by providing effective support to clinicians and staff. Your role requires you to have a thorough knowledge of the practice procedures / protocols and to work in accordance with these. Your work will be undertaken within all branches; Sedgefield, Fishburn and Trimdon Colliery.
The role is varied, fast paced but rewarding. Working in collaboration as part of a supportive team you will be confident in managing and prioritising your own workload. CORE DUTIES AND RESPONSIBILITIES Opening / closing practice premises and maintaining security in accordance with practice protocols. Preparing and organising rooms, ensuring an adequate supply of stationery is at hand for clinicians.
Processing personal and telephone requests for appointments, visits and telephone consultations, ensuring callers are directed to the appropriate healthcare professional through the use of care navigation templates provided. Assist patients without appointments but who need urgent consultation are seen within an appropriate manner liaising with the duty doctor where necessary. Greeting of patients on arrival and checking patients into their appointments. Maintaining and monitoring the practice appointments system and flow of patients, informing patients of any delays.
Chaperoning patients at the request of patient / other clinical team members. Dealing with home visit requests in line with practice protocol. Making ambulance transport booking requests (emergency / routine) when required. Receiving specimen samples from patients and taking to collection point ready for clinical staff to process accordingly.
Providing patients with test results in accordance with GP instructions. Book appointments and reviews ensuring sufficient information is recorded to allow clinicians to retrieve the correct patient record. Ensure tasks for reception/admin are actioned daily and any queries at the end of the day are handed over as necessary. Deal with general enquiries and complaints.
Processing incoming and outgoing mail, ensuring all relevant correspondence is coded and filed within the patient's electronic record in a timely manner. Filing and retrieving paperwork, ensuring correspondence, reports, results etc. are filed correctly into the electronic patient record. Registering new patients and those seeking temporary residency cover, ensuring procedures are completed in line with practice guidelines.
Advise patients of any relevant charges for non-NHS services and accept / process payments. Processing of prescription requests in line with practice protocol. To ensure repeat medication is issued in line with protocols in place and ensure any queries raised are dealt with quickly and correctly. To ensure patient queries relating to medication are highlighted to the duty doctor by raising a task.
To liaise with chemists / patients regarding any prescription queries or requests. Summarisation of patient's medical records on the medical system (SystmOne). Keeping all data on the medical system up to date. Support and liaise with the Assistant Practice Manager in the control of day-to-day electronic systems operations; safeguarding the data; investigating problems and coordinating with external agencies to maximise the benefits of the computer system in the running of the practice.
Adhere to practice IT security policies and procedures at all times. Recognise the importance of effective communication within the team, and with patients/carers, adapting alternative methods of communication according to individual needs. This job description is intended to provide an outline of the key tasks and responsibilities, there may be other delegated duties appropriate to the post. All members of staff are required to take on additional duties or relinquish existing duties in order to maintain the efficient running of the practice.
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, you may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. You 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 confidential. Information relating to patients