Reception Administrator

To support the smooth running of the Practice by providing an efficient and effective administrative service to the GPs and their patients.

To facilitate effective communication between patients, members of the Practice team, community services, secondary care and other associated healthcare agencies.

**Responsibilities**:
**Reception**
- Maintaining a courteous, efficient and confidential service to all patients and visitors both over the telephone and in person. Dealing with all enquiries and requests, taking action as appropriate.
- Day to day organisation of the reception, waiting room and associated areas.
- Day to day administration of the appointments system, booking all appointments and home visits in accordance with Practice protocols.
- Taking messages for doctors and other clinicians, ensuring that all necessary details are obtained, messages are recorded accurately in the appropriate place and followed up.
- Taking orders for and giving out repeat prescriptions.
- Unlocking and locking up and securing the premises in line with agreed procedures.
- Ensuring appropriate handover to incoming colleagues, including any urgent or unresolved matters
- To support the DPM in ensuring adequate reception staffing by providing sickness and holiday cover for colleagues as required.
- Have a working knowledge of telephone system during and out of hours.

**Administration - All Staff**
- Opening and distributing incoming mail. Processing outgoing mail.
- Provision of refreshments for staff and visitors, as required. Keeping the kitchen area clean and tidy.
- Computer data entry - processing and recording information in accordance with Practice guidelines
- Processing pathology and scanned mail tasks as instructed by GPs and other clinicians.
- Filing and retrieving paperwork, as required.
- Processing repeat prescriptions in accordance with Practice guidelines.
- Processing change of address and personal details.
- Checking generic E-mail.
- Scanning letters into patients’ computer records in line with Practice protocols.
- Undertaking a range of administration tasks as required by the Doctors, other clinicians, Practice Manager eg IT troubleshooting, photocopying, making telephone calls, sending out standard letters etc
- Arrange ambulance or other patient transport as required.
- Registration of new patients
- Co-ordinate the administrative aspects of complex enhanced services as directed by Practice Manager / DPM
- Processing Choose & Book, DRSS and GPSI referrals and attachments.

**Admin - Individual staff**

In addition to the above individual members of the Practice administration team will take responsibility for duties from the following list. See Appendix A. These may vary under the direction of the Deputy Practice Manager dependent on current and evolving Practice requirements, workload and staffing availability.
- To check and process data of smear results and notifications and prepare forms for booked cervical smear tests.
- Managing deduction of patients leaving Practice. Including following up patients who are / appear to be living outside of the Practice area.
- Ordering, re-ordering and monitoring of stationery and other supplies.
- Administering the completion and issue of patient reports / copies of notes for insurance companies and government departments.
- Summarising the information contained in new patients’ electronic and paper records into their Practice records in line with Practice protocol.
- Coordinating the Nurse Team rota ensuring that holidays, overtime and study leave are recorded and that the SystmOne appointment book is kept up to date. Monitor availability of appointments and work with Practice Nurses / Deputy Practice Manager to address any issues.
- Blocking out / rearranging appointments as necessary to ensure that all NT members are available to attend monthly Whole Team and Nurse Team meetings.
- Coordinating the doctors’ rota ensuring that holidays and study leave are recorded, locums are booked as required and that the SystmOne appointment book is kept up to date. Monitor availability of appointments and work with Deputy Practice Manager to address any issues.
- Co-ordinating and administering the registrar and medical student programme, preparing individual schedules and keeping the SystmOne appointment book up to date.
- Administering child vaccination programmes including organising clinics, promoting to patients, identifying and calling patients, monitoring take up and completing returns required by NHSE/PHE.
- Providing admin support in child imms clinics if/as required.
- Administering adult vaccination programmes including organising clinics, promoting to patients, identifying and calling patients, monitoring take up and completing returns required by NHSE/PHE.
- Managing stock levels of child imms, including ordering from Immform, checking and putting away deliveries.
- Managing stock levels of adult imms including ordering from Immform / purchasing as appro