Receptionist / Administrator

Job Summary: 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 in a courteous efficient and effect way. Primary key responsibilities The following are the core responsibilities of the Receptionist. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels: a. Maintaining a thorough and up-to-date knowledge of all practice procedures b. Opening up / closing and locking up of practice premises and maintaining security in accordance with practice protocols and equipment c. Maintain and monitor the practice appointment system d. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately e. Process personal, telephone and e-requests for appointments, visits and telephone consultations and ensuring callers are suitably advised and / or directed to the most
appropriate healthcare professional to meet their need as assessed through accurate two-way communication f. Taking messages and passing on information in an accurate and timely manner with regard to urgency, confidentiality and providing answers/replies wherever appropriate for internal and external two-way communication g. Signpost patients to the correct service h. Clinically code data on EMIS web i. Filing, photocopy and scanning documentation as required j. Sort and date stamp all incoming patient-related mail k. Scan patient-related documents onto their medical record using read codes as agreed by the clinical team, within a 72 hour time-scale l. Data entry of new and temporary registrations and relevant patient information as required m. Input data into patients healthcare records as necessary n. Direct requests for information, i.e., SAR, insurance/solicitors letters and DVLA forms to the administrative team o. Carry out system searches as requested p. Keeping all areas tidy and
clear of any unnecessary or out-of-date items in the reception area, patients seating area, and entrances to the practice, together with noticeboards and leaflet dispensers at all times q. Monitor and maintain the reception area and notice-boards r. Support all clinical staff with general tasks as requested s. Familiar with EPS and online requests t. Use of software packages e.g: Microsoft Word, Excel and Powerpoint u. Open post and distribute leave private and confidential marked post in PM tray v. Attend Protected Learning Training meetings w. Attend courses as and when required by the Practice x. Check, order monitor and maintain stock of reception forms and stationery y. Prepare and participate in CQC inspection in conjunction with other delegated practice staff z. Admin duties including secretarial support including typing as and when required support admin, operations manager and practice manager aa. Ad hoc duties as and when required by the Practice bb. Job
descriptions and individual responsibilities may be amended from time to time. Secondary responsibilities In addition to the primary responsibilities, the Receptionist may be requested to: a. Partake in audit as directed by the audit lead b. Support administrative staff, providing cover during staff absences c. Action incoming emails and correspondence as necessary d. Scan patient related documentation and attach scanned documents to patients healthcare records e. To collect repeat prescription requests from the post box and reception f. To liaise with patients and chemists regarding queries and requests g. To ensure that patient queries on medication are highlighted to the relevant GP h. As required support City Square Medical Group in the management of repeat prescriptions, ensuring they are processed accurately and efficiently i. Produce, maintain and participate in the receptionist rota for lunch and out of hours cover j. Deputise for the other
receptionists during periods of absence k. Stay up to date with reception staff development, providing guidance and direction, with mandatory training l. Identify and provide team training where required m. Support the Reception Supervisor in producing and maintaining the duty rota n. Support the Practice Manager with all Patient Participation Group related matters o. Support the health promotion lead and display promotional material on the allocated noticed boards and in the waiting room p. Be aware of what is going on in the patient waiting area and be alert to problems q. Ensure that all visitors to the practice use the clarify scanning code to sign in and out of the premises.