Receptionist/administrative Assistant

_Medical Receptionist/Administration _

JOB TITLE: RECEPTION / ADMINISTRATION ASSISTANT (Primary Care)

**REPORTS TO: Office Manager**

**HOURS: 30 per week (Morning / Afternoon / Evening)**

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

To provide comprehensive 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.

To ensure that the working environment is kept tidy and fully operational, Health & Safety compliant and that standards and high attention to detail levels are maintained at all times.

**Key Responsibilities**:
Administration
- To have a thorough knowledge of all Practice procedures.
- To work in accordance of written protocols
- Pulling and filing notes for surgeries and updating as required
- Filing post in medical records - electronically or hard copy as appropriate
- Scan and photocopy documents as requested
- Open, sort and distribute incoming mail to appropriate members of the practice or other organisations as appropriate
- Registration of new patients - computer data entry and medical records
- Process patients change of address - computer data and medical records (have knowledge of practice area.
- Process repeat prescription requests in accordance with practice guidelines
- Scan and process incoming mail and allocate to relevant clinicians and staff
- Process outgoing mail ensuring correct packaging, format and postage to reach destination
- Assist Secretaries and Practice Management with ad-hoc administration tasks as required

Reception
- Receiving patients attending for appointments with members of practice team
- Handing completed repeat prescriptions to patients and checking names and addresses
- Be able to cover all other reception duties as necessary
- Process immediate (and emergency) appointment requests and requests for future appointments from patients by telephone and in person
- Deal with requests for home visits
- Answer telephone and deal with all queries resulting from that call.
- Have working knowledge of telephone system, during and after hours.

Other Tasks
- Prepare/Clear rooms before/after surgeries
- Make refreshments for doctors and appropriate visitors
- Any other tasks allocated by managers and/or appropriate to the grade
- Liaison with secondary care (after appropriate training)
- Ensure clinical rooms secure at end of each day with systems appropriately closed down

**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 personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified

**Equality and Diversity**:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

- Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner, which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights

**Personal/Professional Development**:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

- Participation in an annual individual performance review, including taking responsi