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Administrative Assistant

2 weeks ago

Glasgow, United Kingdom Oakwood Medical Practice Full time

OAKWOOD MEDICAL PRACTICE

JOB TITLE: ADMINISTRATIVE ASSISTANT
**REPORTS TO: PRACTICE MANAGER/THE PARTNERS**

**Job Summary**:
Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Provide 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

Post Holder should be able to work on own as well as part of the team.

**Duties and Responsibilities**:

- Administration_
- To have a thorough knowledge of all Practice procedures.
- To ensure practice procedure for Absence is followed
- To ensure Practice procedure for Annual leave is followed
- To work in accordance of written protocols
- Photocopy as requested
- Open, scan, file and distribute incoming mail
- File in alphabetical order all repeat prescriptions
- Distribute to Pharmacies, patients or patients representatives repeat prescriptions as is appropriate. Scan prescriptions to appropriate pharmacies before the prescriptions are handed over.
- Handing over of completed repeat prescriptions to patient and checking names and addresses.
- To check the messages and Docman workflow and deal with in an appropriate manner by Mjog, telephone or post.
- Reception_
- Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
- Deal with all general enquiries, explain procedures and make new and follow-up appointments
- Using your own judgement and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
- Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed
- Be able to cover all reception positions as necessary
- Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork if appropriate. Printing list of surgeries at end of day for next working day.
- Appointments_
- Process appointment requests for today and future appointments from patients by telephone and in person.
- Enter requests for home visits into the visit book, ensuring careful recording of all relevant details, print of patient summary and enter onto House call list on IT system and where necessary refer to Duty Doctor
- Computer_
- Ensure you have full working knowledge of EMIS system that the practice use
- Ensure that all scanning mail or results is carried out morning and afternoon and electronically filed into patient records.
- Process all requests for repeat and acute prescriptions, entering acute requests onto the appropriate list on the IT system, making sure that requests are not duplicated or too early, place in appropriate box for signing by GP.
- Registrations of new patients - computer data entry and medical records.
- Process patients change of address - computer data and medical records (have knowledge of Practice area and post codes covered.
- Ensure that all patient telephone details are checked at every point of contact, making necessary changes to patient’s electronic record.
- Code that patient has agreed to use of mobile phone in receiving text messages.
- Ask patient if they use on line booking or on line repeat prescriptions and encourage patients to use, providing them with the Emis access code.
- Ensure the changing of back-up tapes in line with the Practice’s Standard Operating Policies.
- Telephone_
- Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery
- Have working knowledge of telephone/bleep system, during and after hours.
- Ensure you are able to order an ambulance and have all information required at time of call.
- Ensure you know how to contact the on call system for District Nurses, having all information required.
- Other Tasks_
- Open up premises at the start of the day when first to arrive, make all the necessary preparations to receive patients, including logging in to IT systems.
- Ensure that IT system is available and ready for any locum, counsellor or any other authorised visitor working in the practice.
- Ensure all Health & Safety checks are undertaken within the desired timescales as indicated in the Practice’s Health & Safety Policy
- When last to leave at the end of the day, Put all GP boxes into rooms ready for next morning, ensure that the reception, typing and staff rooms are tidy, ensure that the building is totally secured, internal lights are off, all electrical equipment has been turned off where appropriate and all doors locked.
- Ensure that all prescriptions are locked away at the end of day and retrieved at the start of the day.
- Make and serve refreshments for the doctors

**Confidentiality**:

- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensit