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Receptionist/administrator

2 weeks ago

Edgware, United Kingdom Penshurst Gardens Surgery Full time

PENSHURST GARDENS SURGERYJOB TITLE RECEPTIONIST / ADMINISTRATOR
**REPORTS TO: TEAM LEADER / PRACTICE MANAGER**

**HOURS: 15-20+ Hours/week - Shifts will include some 7am starts and 6:30pm finishes**

**Job Summary**:
The purpose of the role is to:

- Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and administrative support to clinical staff and other members of the practice team
- 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
- 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 of the following which may be varied from time to time under the direction of the Practice Manager.
Reception
- Receiving patients, consulting with members of practice team
- Ensure an effective and efficient and polite reception service is provided to patients and any other visitors to the practice
- Processing personal and telephone requests for appointments, visits and telephone consultations, and ensuring callers are directed to the appropriate healthcare professional
- Deal with all general enquiries, explain procedures and make new and follow-up appointments
- Asserting judgement to ensure that urgent appointments are given in accordance to the practice policy
- Explain practice arrangements and formal requirements to new patients and those seeking temporary cover, and ensure procedures are completed
- Enter requests for home visits onto the duty doctor appointment screen, ensuring to carefully record all relevant details and referring to duty doctor where necessary
- Arranging transport for patients
- Be aware of what is going on in the patient waiting area and be alert to problems
- Processing and distributing incoming and outgoing post
- Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager
- Ensure that all visitors to the practice are signed in and out of the visitors book
- Taking messages and passing on information
- Filing and retrieving paperwork
- Processing repeat prescriptions in accordance with practice guidelines
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
- Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
- Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
- Be able to cover all reception positions as necessary
- To ensure that all clinical staff are ready for their patient surgeries: the room has its PC switched on, systems and printers are up and running
- Undertake any other additional duties appropriate to the post as requested by the partners or the practice manager

Telephone
- Have working knowledge of telephone, during and after hours
- Answer calls in a polite and professional manner
- Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery

Appointments
- Process appointment requests for today/future appointments from patients by telephone and in person
- Deal with visits/requests

**Repeat Prescriptions**
- To collect repeat prescription requests from the post box and reception
- To retrieve requests for prescriptions made via EPS
- 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 ensure that any queries raised are dealt with quickly and correctly
- To ensure that patient queries on medication are highlighted to the relevant GP
- To regularly 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

**Scanning duties**
- Sort and date stamp all incoming patient-related mail
- 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
- 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 policy

**Coding**
- Identif