Receptionist/administrator

**Castle Medical Group**
**JOB TITLE: RECEPTIONIST/ADMINISTRATOR**

**Hours: Monday 7.30am -6.30pm Tuesday and Wednesday and Friday 12.30- 6.30pm 28hrs per week**

**or**

**Friday 7.30am - 6.30pm and Tuesday, Thursday and Friday 12.30-6.30pm 28hrs per week**

**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

**Responsibilities**:
**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 judgment 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.
- Give out signed prescriptions or token numbers
- ensuring that the name and address is checked. If paper prescription given mark in patients records collected and who by
- Take money and issue receipt for any payment taken for, Private treatment, letters or forms
- Give to patient any form or letter that has been prepared for them ensuring payment has been received
- Prepare samples and log ready for collection by courier
- Ensure reception is clean and tidy at all times and daily cleaning is carried out and sheet sign
- Report incidents, compliments and complaints and deal with them in line with Practice guidelines.

**Administration**:

- Ensure that all phones are answered promptly and politely
- Deal with dashboard request
- Processing of prescription requests
- Actioning of Admin Tasks/Letters
- Processing all incoming mail
- Any task as requested by Partners/Practice Manager/Deputy Practice Manager/ Office

Manager/ Senior Administrator/Receptionist

**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

**DATA PROTECTION**

All staff must be aware of the Caldicott principles, the Data Protection Act 1998 and the Human
Rights Act 1998. The protection of data about individuals is a requirement of the law and if any employee is found to have permitted unauthorized disclosure, the Practice and the individual may be prosecuted. Disciplinary action will be taken for any breach.

**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 responsibility for maintaining a record of own personal and/or professional d